Mastering Communication in the Workplace

Hi,

I’m Alix and, if you’ve been here before, you’ll know that it’s my mission to help as many of the next generation as possible work in jobs that allow them to meet their potential, making them happy and fulfilled adults.

By offering hints and tips and hand holding where you may not have any, I write articles that can be your ‘virtual mentor’ as you navigate the intricacies of the workplace and make yours the best it can be both for and through you.

So, grab a snack and join me today as we investigate mastering communication, what it is and ways you can excel when using it…

Understanding the importance of communication…

In a world driven by technology, where teams collaborate across borders and cultures, using emails and texts, and, sometimes, even the spoken word, effective communication stands out more and more as the cornerstone of success.

Communication is much more than just the exchange of information; it's the lifeblood that keeps organisations thriving, fostering collaboration and understanding among team members.

It allows the cogs of the company to keep turning smoothly.

Whether you work for an international bank, one person in a team of 30, a small local company, one of seven, as one of two electricians working together or any other combination, communication transcends mere words; it encompasses verbal and non-verbal cues, active listening, empathy, and clarity of expression.

So, let’s delve into the importance of communication as a soft skill and explore ways you can harness it to your advantage.

In the workplace, effective communication serves various crucial functions:

Building relationships…

Clear and open communication between two colleagues or a team of people, nurtures trust and strengthens relationships.

When positive, it fosters a work environment where individuals feel valued and respected because they understand what is expected of them and they can then confidently deliver every time.

At a team meeting, a positive work environment, built through good communication, will encourage everyone to contribute ideas for possible solutions. Attendees will feel confident to freely add their thoughts and you never know where the right one might originate from.

A team that works well together will provide results quicker and better because they’ll be able to feed off each other to come up with strategies to complete an assignment and know who’s the best person for each task through knowing their colleagues.

Good communication ensures that everyone is on the same page regarding project objectives, timelines, and expectations.

And no one will be afraid of asking for help when needed.

Facilitating leadership…

Leaders who excel in the skill of communication inspire and motivate their teams more effectively. It’s a key soft skill for any manager, giving them a stronger mentor role as trust develops.

They‘ll be in a position to articulate visions clearly, provide constructive feedback, and foster a culture of open dialogue, driving success.

Resolving conflicts…

Miscommunication often lies at the root of workplace conflicts.

By developing strong communication skills you’ll be equipped with the ability to navigate conflicts constructively, fostering resolution and preventing escalation. Stopping conflicts in their path saves time, money and emotions distracting from the task in hand.

Strategies for mastering communication…

Active listening…

Effective communication also includes active listening.

It involves fully concentrating, understanding and responding in the right way.

I’ve written a whole different article on this soft skill for your ease. Feel free to take a look, I promise it’s worth your time.

Clarity and conciseness…

As a manager, its good practice to learn the skill of empathy.

Empathy is the ability to understand and share the feelings of others. You don’t need to do a degree in psychology, just be in the moment and pick up on the subtler signs behind what someone’s saying.

You can cultivate empathy by putting yourself in others' shoes and acknowledging their perspectives and emotions.

By demonstrating empathy, you build trust and strengthen relationships with colleagues, ultimately enhancing collaboration and teamwork, a win-win all round.

So, strive to see situations from others' perspectives, then communicate on their level.

It’s all very well to use jargon, but if the person you’re explaining the task to doesn’t understand what the outcome needs to be, you won’t get the desired (best) results.

Use simple language and organise your thoughts logically, keep communication clear and concise to ensure your message is understood.

I’ve always found that explaining things as though the person knows nothing, saves time in having to repeat what you need and/or getting a result you don’t need and having to start again.

Be mindful of cultural differences and adjust your communication style accordingly to ensure clarity across diverse audiences.

Non-verbal communication…

Non-verbal cues such as body language, facial expressions, and gestures play a significant role in conveying messages.

Pay attention to your body language and maintain eye contact to demonstrate attentiveness and sincerity.

Similarly, watch others' non-verbal cues to gauge their reactions and feelings. Is their body language open? Have they crossed their arms (I believe a defensive sign) and effectively shut you, and/or your message, out? Why? Did you use jargon and they’re trying to work out what it meant, rather than hearing the next words?

Work it out and you can fix things straight away, before your colleague walks away and dwells on whatever caused the defensive stance to the detriment of the task.

Communication style…

Different situations call for different communication styles.

Adapt your communication approach based on the audience, context, and objectives.

Whether it's a formal presentation, a casual team meeting, or a one-on-one discussion, tailor your communication style to suit the type of situation.

Note: I worked for someone who had a psychology degree. He was an expert at reading people and knew that when I did something wrong (inevitable in the workplace) I’d go home and not sleep for a few nights worrying about it, so he was always understanding and gentle when this happened and, although I always knew I’d got it wrong, he didn’t make me feel worse. I’ve also worked for someone who finds out about a problem and searches for someone to blame, making sure that that someone knows they’re to blame, that they’ve messed up and dressing them down, both to their face in the middle of the office with embarrassed colleagues trying to drown it out and then, when they’re not there, to anyone who’ll listen. A lot of time spent on the blame culture rather than fixing the issue and guiding the offending employee in how to not let it happen again. Which would you rather be remembered for?

Meetings…

If you’re in a meeting and asking for solutions, let everyone speak, don’t – ever – shoot someone down now. Even if their suggestion couldn’t work, voicing that could stop them offering another solution that would be perfect.

Note: years ago, I read of a meeting held with factory workers who had an extremely high turnover of staff and sickness. By letting everyone speak, management was able to implement simple things like, for instance, a different height for the conveyor belt which was currently causing horrendous back pain in the workers and sickness dropped overnight!

Don’t dismiss those doing the work because you’re a manager. By listening to them and taking action, you’ll fix issues and, by doing so, improve profits. Imagine how your own manager will react to that!

Note 2: Also, when I was working for a multi-national bank, our department changed management, and we were told to think about the work we were doing and whether it could be done more efficiently. I brought something up and asked if we could do it a different way and the new department head looked me straight in the eye and said ‘do we need to do it at all?’ That was an eye-opener and I’ve asked myself that with routine tasks ever since!

Constructive feedback…

Offering and receiving feedback is an integral part of effective communication.

When providing feedback, focus on specific behaviours or actions. Be objective and always end any negativity by offering constructive suggestions for improvement.

Again, there’s another article on ‘Constructive criticism in the workplace’ that could be useful here. Worth a read whether you’re giving it - or are on the receiving end.

Alternatively, asking for feedback from peers and mentors allows you to be proactive in addressing your own areas for improvement.

Note: about feedback – when given instructions to perform tasks, always be the one to feedback your progress or results. You may not need to feedback every step of the process, but feedback that you’ve completed a task. Managers and supervisors will appreciate it.

Emotional intelligence…

Emotional intelligence is paramount in communication.

Be mindful of your emotions and how they influence your interactions with others.

Develop self-awareness, self-regulation, empathy, and social skills to navigate interpersonal relationships effectively and foster a harmonious work environment.

Essentially do not communicate with others if you’re in a bad mood. As the receiver it’s easy to assume that you’re the cause of the tension. This scenario could then raise defensive barriers, lessening the chance of clear communication both the giving and receiving of.

A curt word, sentence or statement said one day because you’re stressed to the limits can leave the receiver holding it against you for (dramatic drum-roll) ever! It’s not the fault of the person you’re speaking to that things aren’t good but speaking politely and with respect will keep your relationship good and, forcing yourself to do so, whatever the situation, could lessen your stress as you keep in the moment, putting your emotions to one side.

As I’ve said in other articles, you’ve only ever got to get through the next five minutes, then the next, etc. Keep focussed and you’ll get there and without alienating colleagues.

Continuous learning…

Communication is a skill that can always be honed and refined.

Continuously seek opportunities to improve your communication skills - perhaps read the other articles in this section, find a mentor who you respect and see how they do it.

Seek out colleagues who’ve risen through the ranks. They’ll have been promoted with their characteristics well known so they’re doing something right. Identify it/them and follow suit.

Who knows where it could lead?

Conclusion…

In this fast-paced and interconnected world of the modern workplace, effective communication stands as a fundamental soft skill essential for success.

By mastering the art of communication, individuals can build stronger relationships, foster collaboration, resolve conflicts, and inspire others as effective leaders.

Through active listening, clarity of expression, adaptability, and emotional intelligence, individuals can navigate the complexities of workplace communication with confidence and finesse, driving organisational excellence while achieving their own professional goals.

And then everyone wins.

Good luck!