Workplace communication: how to talk to employees and why it matters?

Good communication in the workplace plays a key role in every aspect of your duties. Whether you’re building relationships, managing conflict, or explaining clear goals: you set the tone when it comes to learning why good communication skills are important. Adding to this remote work, effective ways of communication become the basis of a positive employee experience.

To help improve both the quality and frequency of communication in your team, we have prepared 6 tips on effective communication in the workplace, with an emphasis on assisting dispersed teams.

What is communication in the workplace?

Communication in the workplace is the process of exchanging information, ideas, and opinions between employees, management, and other interested parties. It is a key element of effective organization and cooperation, influencing the company culture, interpersonal relationships, and business goals achieved. It includes various forms such as verbal communication, non-verbal communication, interpersonal communication, and formal and informal communication.

What are the main types of communication in the workplace?

In working with employees, several main types of communication are key to effective cooperation and personnel management. Here are a few:

1. Verbal communication: This is a type of communication that takes place through spoken words. This can include face-to-face meetings, teleconferences, telephone conversations, etc.
2. Written communication: This is communication through written or printed words. This can include emails, notes, reports, memorandums, instructions, as well as text messages.
3. Non-verbal communication: This form of communication includes body language, gestures, facial expressions, and other elements not related to speech or writing. It’s crucial in interpreting emotions and intentions in interpersonal communication.
4. Formal communication: This is a structural way of communication, which is usually related to the organizational hierarchy. It includes official meetings, employee surveys, reports, periodic employee evaluations, and other formal communication channels.
5. Informal communication: This form of communication takes place outside of official channels. This can include coffee chats, break time conversations, discussion groups, or communication on social media.
6. One-way communication: This is a type of communication where one party conveys information without expecting an immediate response or interaction. Examples include information emails, informational posters, etc.
7. Two-way communication: This type of communication encourages interaction and information exchange between two or more parties. It’s a more interactive process which can include discussions, meetings, project collaboration, etc.

Rules for Good Communication in the Workplace

Effective communication is the cornerstone of a productive and harmonious workplace environment. By following established guidelines, teams can foster understanding, collaboration, and mutual respect among colleagues. Let’s explore some essential rules for achieving good communication in the workplace.

1. Foster a culture of open communication

Ensure that your workplace culture promotes communication by providing your team with the necessary online communication tools. Platforms like Slack and Zoom facilitate communication with remote workers, making collaboration seamless even at a distance.

In a communication-friendly culture, emphasize the importance of expressing emotions and ideas, as well as the courage to address challenging topics.

Highly productive teams have established psychological safety in their communication. Many value trust and open communication as integral to their success, especially when facing difficult conversations.

2. Maintain ongoing communication

Keep communication flowing within your team. Instead of relying solely on annual reviews for performance discussions, schedule monthly one-on-one conversations.

Encouraging mutual responsibility for informing each other about workload, morale, and available resources fosters two-way communication. This not only boosts employee productivity but also enhances motivation and engagement.

Don’t underestimate the value of individual conversations or team meetings in sparking important discussions that may not otherwise arise.

Utilize online communication tools to streamline communication and keep everyone in the loop.

3. Schedule regular team meetings

In addition to one-on-one meetings, organize similar gatherings for the entire team on a weekly basis in an open forum.

More frequent meetings help reinforce goals, facilitate project collaboration, and address changes in strategies, especially during periods of uncertainty. They also provide opportunities for team members to ask questions and engage in discussions.

Tip:

Some individuals may feel uncomfortable asking questions in a virtual group setting. As a leader, normalize sharing honest thoughts by demonstrating curiosity yourself. Ask questions that encourage reflection and leave room for responses.

Instead of asking, “Is anything unclear about the new strategic direction?” try questions like, “Which aspect of the new direction lacks clarity?” or “What excites you about our upcoming projects?”

Additionally, if your team works remotely, you may need to adapt to a hybrid work environment that includes both remote work and occasional face-to-face interactions. In such cases, consider using pulse surveys. These surveys provide valuable feedback from a specific group of employees, helping you understand their concerns and perceptions over time.

4. Provide channels for anonymous feedback

Encouraging anonymous feedback is essential for effective workplace communication. Some employees may hesitate to share their opinions openly.

Offering anonymity allows individuals to express difficult feelings more freely, providing valuable insights for managers.

5. Seek employee feedback

Effective communication should be a two-way street. Create opportunities for team members to provide feedback and share their opinions with you.

Surveys as part of the employee experience can help gather feedback on various aspects such as job satisfaction, working conditions, and relationships with colleagues.

Sample questions may include:

• What motivates you in your work?
• How do you perceive communication within our company?
• What changes could improve your work experience?
• Do you feel supported by your supervisor?
• Which company goals motivate you the most?

These surveys not only allow employees to voice their opinions but also provide leaders with insights into areas that may need improvement or change.

Check out our guide: How to create an employee engagement survey.

6. Customize your communication approach

Understanding each employee’s communication style takes time but is worth the effort.

Great leaders tailor their communication to suit individual preferences, fostering better understanding and engagement.

Consider asking questions like:

• How can I communicate with you most effectively?
• What aspects of workplace communication are most important to you?
• Are there any communication challenges you face?

Why is good communication in the workplace important?

Good communication within the employee group is extremely important for the company’s success, regardless of the industry or type of activity. It affects the atmosphere in the company, interpersonal relationships, and the effectiveness of employees’ work. In addition, well-conducted communication makes employees more motivated to act. Communication in the workplace plays a key role for many reasons:

1. Effective collaboration: Communication is a basic tool for effective teamwork. Clear and clear communication of information and exchange of ideas promotes the building of strong relationships between employees.
2. Understanding expectations: Through communication, managers can clearly present expectations for the work performed, and employees can clearly understand what is expected of them. This minimizes the risk of misunderstandings and mistakes.
3. Problem solving: Good communication allows for quick identification and resolution of problems in the workplace. Employees can freely report difficulties, and teams can work together to find effective solutions.
4. Motivation and engagement: Communication based on open exchange of information and opinions can increase motivation and engagement of employees. When employees feel listened to and appreciated, they are more inclined to engage in their duties.
5. Building organizational culture: Communication plays a key role in shaping organizational culture. When values and goals are clearly communicated, and employees have the opportunity to freely express their opinions, a positive atmosphere is created that promotes innovation and development.