Communication in the Workplace: Common Issues and Best Practices

Communication in the Workplace

In today’s workplace, we have to communicate with most of our colleagues daily. Some of us, depending on our role, several times a day. When we talk about communication in the workplace, we specifically refer to communication we do at work about work-related subjects. We do not refer to casual “water cooler” discussions and socializing with coworkers about personal matters or matters of common interest outside work.

In order to communicate effectively with our colleagues, it is very important to master the appropriate methods for each of the different communication channels that are available to us today. Concise messages in online communication channels like Slack or MS Teams suit quick updates, while detailed emails are better for complex concepts. Virtual or face-to-face meetings help with brainstorming, strategizing, or conveying important messages or ideas. Effective communication means being clear, attentive, and open to feedback.

Non-verbal cues matter in virtual and in-person conversations. This is why it’s important for all team members to have their cameras on during a virtual meeting.

Strong workplace communication tests a team's effectiveness. It transforms routine talks into impactful discussions, synchronizes efforts, and fortifies teamwork. By embracing this skill, teams establish a foundation for growth and success.

What is Communication in the Workplace?

Communication in the workplace is the exchange of information, both verbal and non-verbal, between individuals or groups within an organization. This can include communications about tasks, updates on project or task progress, feedback to colleagues or managers, collaboration on tasks and ideas, receiving or providing information etc.

Good communication in the workplace is extremely important because it can boost employee motivation, engagement and satisfaction, which can reduce workplace conflicts and enhance productivity. Moreover, it nurtures trust, teamwork, and creativity among both teams and individuals, contributing to a positive and innovative work environment.

Types of Communication in the Workplace

Verbal Communication

This is the use of words to share information, either in person or through phone or video calls. Verbal communication can be formal or informal, depending on the context and the relationship between the speakers.

Non-verbal Communication

This is the use of body language, gestures, facial expressions, eye contact, and tone of voice to convey messages. Non-verbal communication can complement or contradict verbal communication, and it can also indicate emotions, attitudes, or interests.

Written Communication

This is the use of text, such as emails, chat messages, reports, memos, or letters, to communicate information. Written communication can be more permanent and precise than verbal communication, but it can also lack the immediacy and feedback of verbal communication.

Visual Communication

This is the use of images, graphs, charts, diagrams, videos, or other visual aids to communicate information. Visual communication can help simplify complex data, illustrate concepts, or enhance engagement.

Digital Communication

This is the use of technology, such as social media, websites, blogs, podcasts, or online platforms, to communicate information. Digital communication can help reach a wider audience, increase accessibility or foster collaboration.

Common Communication Problems in the Workplace

Some common communication problems in the workplace are:

• Cultural differences: Employees from different backgrounds may have different expectations, norms, or styles of communication, which can lead to misunderstandings or conflicts.
• Attitude: A person’s ego, mood, or personality can affect how they communicate and how they perceive others’ messages. A negative or defensive attitude can inhibit teamwork and collaboration.
• Lack of motivation: Employees who are not engaged or interested in their work may not communicate effectively or frequently with their colleagues or managers. This can result in missed deadlines, poor performance, or low morale.
• Lack of clarity: The key to effective communication is the capacity to clearly convey concepts, ideas, and intentions. Messages marred by vagueness, ambiguity, improper structure, or inappropriate delivery can result in confusion and misinterpretation. This is especially true in the use of acronyms, technical language, or complex terminology. Navigating these challenges is key to fostering mutual understanding and successful exchanges in communication.
• Listening skills: Active listening is a key skill for effective communication. It involves paying attention, asking questions, and showing empathy to the speaker. Passive listening, on the other hand, is when people only hear what the other person is saying but do not engage with them.

How Do We Communicate Effectively in the Workplace?

Effective communication in the workplace is all about where, how, and when you’re communicating.

• Strive for clarity: Whether you're composing a message on Slack or MS Teams, crafting an email, or delivering an impromptu response, make it your goal to clearly convey your thoughts.
• Choose the right communication channel and subject: Communication takes on various forms: face-to-face interactions (including video calls), emails, chat exchanges, and more. Knowing which channel is best to use for addressing specific matters is very important. Where possible, personalize your communication to fit individual needs too. Some people prefer face-to-face interactions (or video calls), while others prefer written communications. Understanding how each of your co-workers reacts to one form of communication over the other is key to successful communication.
• Encourage collaboration, respect, and trust: Effective teamwork is built upon collaboration. Treat your co-workers with respect and use inclusive language that connects you and your co-workers to the same situation. Nurturing skills that foster collaboration is important for cultivating robust teams.
• Maximize the value of meetings: Meetings serve as valuable platforms for discussing crucial matters. Nevertheless, not every subject necessitates a dedicated meeting. When sharing information, ensure that it is concise and easy to understand.
• Incorporate empathy: Empathy and compassion is an important aspect of effective communication in the workplace. Empathy is the ability to comprehend and empathize with the emotions of others. It can be expressed in several ways, including active listening, acknowledging other people's feelings, and showing genuine concern for the challenges they’re facing and their well-being. Empathy contributes to a culture of open communication and trust.

Remote work has added new challenges to workplace communication. While working remotely, we have to re-learn how to communicate in many ways. Tools like Slack, Microsoft Teams, Google Meet, Zoom, and so many others, have in many ways replaced or supplemented/complimented the in-person ways we used to communicate before. Connecting with your co-workers and understanding their communication preferences and patterns is key to effective communication in the workplace.

---