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Ever leave a meeting where nobody understood what was decided?
Bad communication at work creates missed deadlines, confused team members, and projects that go wrong because someone didn't explain things properly. If you want to know how to improve communication skills at work, it's more than just sharing information in person or doing presentations.
You need different communication methods for different situations: public speaking for big presentations, one-on-one conversations for building relationships, and written messages when you're not in person.
Effective communication skills change how team members collaborate, how clearly managers explain tasks, and how clients see you. Books like Dale Carnegie's 'How to Win Friends and Influence People' lay out effective communication strategies that still work.
You can learn about it all on Headway: our app has 15-minute summaries on workplace communication and effective communication strategies. You get techniques for sharing information clearly with team members.
📘 Download Headway and learn what works when it comes to communications at work!
Quick answer: Why communication skills matter in the workplace
Before we jump into how to communicate effectively, let's talk about why different types of communication in a work environment are so important.
Better collaboration and idea sharing: If you can share your ideas and concerns with your teammates, not only does it allow you to get your message across, but it also creates a strong sense of team spirit. In this case, communication bonds you and ensures you're all on the same page. You'll notice that misunderstandings happen far less often, and you'll benefit from knowing you have open and honest people around you. All in all, it leads to better teamwork.
Helps with career advancement: All employers look for potential employees with excellent communication skills. It's true that those who are good at business communication are far more likely to be noticed and then remembered. It also helps with networking, particularly in person and on sites like LinkedIn.
Boosts productivity: Better communication lets you make the most of your working day, avoiding common pitfalls caused by miscommunication and unclear instructions. In turn, this leads to fewer errors, less time spent on corrections, and a more streamlined workflow. It also involves using various communication channels, such as Slack, Zoom, and social media.
Refining your communication skills requires consistent effort
Learning to be a better communicator isn't just a one-time deal. It requires a long-term commitment to learning and development through different communication tools. After all, everyone has different communication styles, and you haven't spoken to every person on the planet, have you? That means there is always something to learn!
In the workplace, businesses regularly evolve, including their preferred methods of communication. Constantly refining your approach means being proactive and can lead to more effective engagement and leadership, stronger professional relationships, and an ability to inspire and engage colleagues.
"Make sure that you see each person on your team with fresh eyes every day. People evolve, and so your relationships must evolve with them. Care personally; don't put people in boxes and leave them there." — 'Radical Candor' by Kim Scott
Quiz: How do you rate your workplace communication skills?
Before we dive into how to master effective workplace communication, it's useful to know where you're at right now.
Are you an excellent communicator, or do you need to work on your nonverbal communication skills? Perhaps you're better at face-to-face conversations than at phone conversations. Take a quiz and find out the level of your communication skills!
Five communication skills and how to improve them
It's time to get productive. Let's look at how you can improve your open communication skills area by area, from boosting employee engagement as a manager to speaking to colleagues and stakeholders. Remember, these soft skills are vital to your overall development.
📘 Try Headway for summaries on sharing information and listening skills!
1) Active listening
Active listening is a communication technique that involves paying full attention to the speaker, understanding their message, providing feedback, and retaining the information. In this case, it's about more than just hearing the words but fully understanding them.
Why is it important? Active listening builds deeper and more meaningful relationships by fostering understanding and trust. By actively listening, you show respect and appreciation for the speaker, which can enhance collaboration, reduce misunderstandings, and help resolve conflicts. On the other hand, poor communication can lead to a world of trouble.
In her best-seller 'Dare to Lead,' Brené Brown explains that leaders, in particular, should focus not only on what is said but also on what is left unsaid, which we understand through active listening.
"Clear is kind. Unclear is unkind."
Maintain eye contact: It shows the other person you have their full attention. However, be mindful of cultural differences, as they could be offensive. Remember, this still applies to video calls when working with remote teams.
Don't interrupt: Allow the other person to finish without interrupting. This helps capture the full message and shows respect.
Provide constructive feedback: Nod along, say "uh-huh," or paraphrase what you heard to confirm your understanding. This reassures them that you are engaged and following along.
Note nonverbal cues: Pay attention to signals such as facial expressions, gestures, and tone of voice to fully understand the message. Often, these cues speak more loudly than words.
Ask clarifying questions: If certain points are unclear, don't hesitate to ask for clarification politely. This not only ensures you understand the message correctly but also shows the speaker that you are genuinely interested.
Summarize and reflect: At the end of the discussion, simplify and summarize the key points and repeat them to confirm your understanding. This technique is especially useful in professional settings.
2) Clarity and brevity
You can communicate well in various ways, but your entire message will be lost if your words are unclear. Clear communication ensures your message is understood as you meant, while brevity keeps the audience engaged and avoids unnecessary complexity.
Plan what you want to say: Think about what you want to say before you speak or write. Identify the core message and the best way to present it.
Be direct: Start with the main point. This opening will grab attention and make your communication's intent clear from the beginning.
Choose simple words: Choose simple, straightforward language and avoid complex or jargon-filled expressions. This makes your message understandable to a broader audience and ensures your speaking skills don't go to waste.
Use active voice: Active voice is direct and engaging. For example, instead of saying, "The meeting was led by John," say, "John led the meeting." It will make you sound far more confident.
Use visuals: Sometimes, a simple graph or chart can communicate what words cannot. Visual aids can help clarify complex information and provide a quick overview.
In 'Radical Candor,' Kim Scott explains that combining honesty, directness, and empathy in your conversation style creates an environment where open and effective communication leads to better business outcomes and more fulfilling interpersonal relationships.
"There's no worse way to make a group of people feel excluded than to use language that pretends they are simply not in the room."
3) Empathy and emotional intelligence
Empathy and emotional intelligence are critical in many aspects of life, but certainly play a significant role in effective communication. They help you build deeper connections and encourage trust.
Of course, empathy involves recognizing, understanding, and sharing others' feelings. On the other hand, emotional intelligence is the ability to manage both your own and others' emotions effectively.
Marshall B. Rosenberg offers valuable advice about empathy and EQ in his book 'Nonviolent Communication.' He explains that it's important to separate observations and evaluations when communicating. That way, there is a lower likelihood of misunderstanding. Additionally, using "I" statements when expressing feelings helps you take ownership of your emotions and stops the other person from feeling that they're to blame.
"What I want in my life is compassion, a flow between myself and others based on a mutual giving from the heart."
Ask open-ended questions: This encourages the speaker to express their feelings and thoughts. It's an invitation to explore their emotions without judgment, helping you better understand their perspective.
Reflect on feelings: Articulate what you perceive the other person is feeling, but don't assume you know everything. For example, "It sounds like you're really passionate about this," or "It seems like this situation has been really tough on you." This can help validate their emotions and encourage a deeper conversation.
Maintain nonverbal sensitivity: Be aware of your body language, facial expressions, and tone of voice, as these can communicate empathy. Mirror the speaker's emotions subtly to show you are in tune with their feelings.
Avoid judgment: Maintain an open mind. Being judgmental can shut down effective communication and hinder emotional connection.
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4) Confidence and assertiveness
Confidence in communication is critical because it impacts how people perceive you. Additionally, it affects how your messages are received. Striking the right balance between confidence and assertiveness without stepping into aggressiveness can seem challenging, but it's possible with the right techniques.
Preparation: Know your subject matter well. When you're well-prepared, your confidence naturally increases, making it easier to communicate your thoughts clearly and assertively.
Practice active listening: We've covered this one a little already, but remember to be fully present in conversations. This shows respect for the speaker and helps you understand the discussion, which in turn informs your responses and makes them more effective and empathetic.
Maintain positive body language: Your body speaks for you, even when your words say otherwise. Use an open stance, maintain eye contact, and nod when appropriate to convey confidence. These non-verbal cues exhibit confidence and make you appear approachable rather than aggressive.
Assertive, not aggressive: Being assertive means you value both your rights and those of others. It differs from aggressiveness, which typically disregards others' rights and feelings. Assertiveness involves clear, honest expression of your thoughts and feelings without being overbearing.
The classic book 'How to Win Friends and Influence People in the Digital Age' explains that highlighting and genuinely appreciating others' strengths and contributions boosts their confidence and receptiveness, which, in turn, enhances your assertiveness. This technique is particularly powerful as it avoids any hint of aggressiveness, replacing it with positivity and encouragement.
"People are moved when their interactions with you always leave them a little better."
5) The importance of feedback
Feedback acts like a bridge, connecting individual points of view and fostering a better understanding that promotes growth and improvement. However, feedback should always be constructive and tailored to encourage positive change without causing defensiveness or resentment. It can be a tricky line to walk, so let's look at some tips to help you achieve it.
Be clear and specific: Clearly articulate what behavior or outcome you are addressing. Avoid vague feedback that can confuse the other person about what actions to take moving forward.
Focus on the situation, not the person: Discuss actions and their consequences rather than criticizing their personal traits. This approach helps them see feedback as a learning and development opportunity rather than a personal attack.
Timing is key: Choose your time wisely. For instance, providing feedback immediately after an incident can ensure clarity, but sometimes, waiting until emotions have settled is a better option.
Encourage a two-way conversation: Allow the other person to respond to your feedback to show interest in an outcome that benefits both sides. Additionally, it encourages engagement and shows that you value their perspective. You could also follow up a few days afterward to check in with them again.
In 'Dare to Lead: Brave Work. Tough Conversations. Whole Hearts,' Brené Brown talks about feedback in relation to good communication skills. She explains that when giving feedback, be open about your intentions and be ready to discuss your part in any issues. When receiving feedback, recognize that being open to it is a strength, not a weakness.
"At the end of the day, at the end of the week, at the end of my life, I want to say I contributed more than I criticized."
Master communication skills – try Headway today!
Learning how to improve communication skills at work requires paying attention to your body language and reading people's nonverbal cues. Your posture, facial expressions, and tone communicate as much as what you actually say. Listening skills matter more than most people think — hearing what someone means instead of just waiting for your turn to talk changes conversations completely.
Headway has 15-minute book summaries on workplace communication skills, body language, listening skills, and interpreting nonverbal cues. You get what works from professionals who've spent years studying this: learn how to speak like Girlboss or like a CEO, just spending 15 minutes a day!
📘 Download Headway and keep getting better at communication!
FAQs about how to improve communication skills at work
How can I improve communication in the workplace?
Watch your body language and pay attention to nonverbal cues from team members when you're talking. Listening skills aren't just about hearing words — you need to focus on what someone means instead of thinking about your next point. Use different communication methods for different situations. Sharing information clearly means dropping jargon and making sure people actually understand what you said.
What are the three ways to improve your communication skills?
First, improve listening skills by letting people finish before you jump in with your response. Second, learn to read body language and nonverbal cues, so you understand what people aren't saying out loud. Third, match your communication methods to the situation — some things need in-person conversations, others are clearer when written down. Effective communication strategies depend on picking the right approach for what you're dealing with.
How do I become a better communicator?
Practice sharing information without overcomplicating it, then check if people followed you. Your body language and tone carry as much weight as your actual words because nonverbal cues show what you really think. Build listening skills by hearing out team members without cutting them off mid-sentence. Books on effective communication strategies help, but you need to try the methods in real conversations to see what sticks.
What are barriers to effective communication?
Listening skills disappear when you're mentally writing your comeback instead of hearing what someone's saying. You miss body language and nonverbal cues that show how people actually feel about what's happening. Wrong communication methods create problems — emailing something you should say in person, or talking for twenty minutes when two sentences would work. Sharing information gets messy when you assume team members understand jargon or context they've never heard before.
