7 Tips to Better Communication

Clear communication is the solution to nearly every problem encountered in the workplace—and yet achieving that can often be difficult! Maybe you've been frustrated by a coworker who is inaccurate or unclear, or maybe you are miscommunicating with a teammate.

A manager's ability to communicate with employees is one of the foundations of a successful business. Alternatively, an employee's ability to communicate with their boss or fellow employees is vital for their team's joint success and individual careers.

Fortunately, good communication is a learnable skill! These seven tips will enable you to improve your communication skills for your career and organization's success.

1. Listen Closely

No matter how different you might be from your fellow employees, we can all agree that everyone wants to be heard! Give people your undivided attention, and strive to have only one conversation at a time. For example, if you are talking on the phone, don't send an email at the same time. Ask for clarification to avoid misunderstanding and paraphrase what the speaker said. You might say, "If I understand correctly, the issue is ABC, and you would like me to XYZ?" It assures the speaker that you heard them and want to work with them to resolve the issue.

2. Be Clear and Concise

The adage "less is more" is still true today. The key to effective and powerful written or spoken communication is clarity and, if possible, brevity. Clarity and brevity will help you eliminate irrelevant details, and cutting repetitive talking points will help you retain people's attention longer.

3. Be Aware Of Non-Verbal Communication

Nonverbal cues can often have more impact than the spoken word. Maintain eye contact and open body language. Smile! (If it's appropriate to the situation, of course). If you have a disagreement or a concern, avoid crossing your arms or shifting away from the person you are in conflict with. Your nonverbal cues must always support the message you are trying to convey.

4. Offer Constructive Criticisms And Positive Feedback

Sometimes, it is necessary to give negative feedback—but that doesn't mean it can't be constructive. Use specific examples instead of generalizations, and base your feedback on facts, not judgments. Focus on solutions instead of the issue. Remember the tips above regarding body language and tone to reduce conflict. Don't forget to offer your team positive feedback, as well! Telling someone, "I appreciate how you did XYZ instead of ABC; that was a great way to deal with it," not only boosts morale and fosters positive relationships but also gives people instructions on approaching similar scenarios.  

5. Double-Check Yourself

Communication can take many forms. It could be face-to-face, through email, instant messages, or work management platforms. Ensure you're following communication guidelines and messaging about the right things in the right places! Always re-read your emails and texts before sending them—not only to assess clarity and tone but also to ensure professionalism. Acronyms are acceptable when texting your friends, but avoid them in the workplace. Many workplaces are multi-generational, and not everyone will know what they mean, which can lead to confusion. Don't forget to utilize spelling and grammar checkers to avoid awkward typos.

6. Get To Know People On A Personal Level

Communication isn't just about effectiveness; it's also about connection. Invest time in your team on a personal level. Simply asking someone about their weekend, remembering their child's name, or chatting about a common interest allows you to learn one another's communication style. Light conversation can humanize your coworkers and you to them. Fostering connections will strengthen your team and help you communicate compassionately.

7. When in doubt, Recap

While speaking face-to-face minimizes confusion, there is still a chance that both parties can leave the conversation with different ideas of what was said! Documenting the highlights of a meeting and sharing them with the team or sending a follow-up email to the person you talked to one-on-one ensures that everyone is on the same page—even when months later. It's also a good way to evaluate when breaking down specific tasks or adjusting deadlines.   

Communicating effectively in the workplace will always come with challenges, but implementing the tips above will make your job easier and improve morale and productivity for yourself and those around you. With consistent and patient practice, everyone can become a good communicator!

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