Regardless of the industry, you’re in, workplace communication is essential to get the job done efficiently. Effective communication between leaders and members can ensure that all projects will run smoothly, employees are satisfied, the work environment is very productive, and milestones are met.
If you want to ensure effective workplace communication, there are many things you can do. One of these is to use a phone service provider, like Open Phone, to help you meet the communication needs of your growing business.
If you’re confused with the available communication solutions for your company, below are some of the tips you can consider to level up your workplace communication.
Communicate Face-To-Face When Possible
More often than not, companies rely on email as the primary method of communication for the past few years. However, electronic communication may have detrimental effects on any relationship, particularly relationships with co-employees.
Even if you have good intentions, communication over the Internet is frequently misinterpreted. Since the meaning during conversations comes from facial expressions and non-verbal gestures, it’s much easier to decipher the meaning behind what people say when communicating with them in person.
When smiles and gestures are taken out of the equation, the recipients may get the wrong idea. This is especially true if the person isn’t an articulate writer. To boost workplace communication and create positive work culture, pay a visit to your co-employees when you want to say something important instead of just calling them over the phone.
Determine Potential Conflicts and Deal with Them Professionally
Try and determine the possible sources of conflicts at earlier stages of the conversation or meeting. If you feel somebody has misunderstood something, talk to them immediately and prevent it from being a distraction.
If possible, handle conflicts professionally and with an open mind, and avoid personal attacks. If you want to make a criticism, try to focus on the issues instead of those who caused them. Ask them questions and carefully listen to their responses so you can easily understand where they’re coming from.
Listening is a critical communication skill that most people don’t possess. Many conflicts are caused by not listening properly. To effectively share information, you need to listen to and understand each other. If you’re thinking about tonight’s dinner or your next appointment during conversations, you’re not actually paying attention.
To listen well, paraphrase what was said to show that you’re listening and determine accuracy. This will lessen the likelihood of conflicts, plus it can help you become a more effective communicator.
Combine Non-Verbal And Verbal Communication
Ensure that your non-verbal and verbal communication messages are in agreement with each other. Once you use positive non-verbal feedback, like nodding your head when somebody’s talking, accompanied by an open body posture, you’ll help the conversation flow smoothly and encourage your colleagues to participate freely in the discussion.
Provide Clear Information
Effective workplace communication involves passing information from one person to another. If you don’t communicate accurately and clearly, it can lead to confusion rather than clarity. To ensure that you’re passing on correct information, plan your communication. Avoid emails written in a rush; instead, plan what you like to say before you speak to avoid miscommunication.
Give Positive Feedback
Providing positive feedback is a good way to reinforce workplace communication. It helps your employees view your company favorably, builds trust, and promotes open communication.
In general, having a positive attitude will also open doors for effective workplace communications, prompting people to respond favorably to you.
Pay Attention To Body Language
Unlike written or verbal communication, body language is more honest. This is because body responses and cues can indicate you’re unhappy, confused, nervous, stressed, discouraged, excited, and so on. Your employees may communicate using body language, consciously or unconsciously. That’s what makes this type of communication valuable in the workplace.
Minor nuances in facial expressions, body language, and tone of voice may communicate what somebody’s words aren’t communicating. Consider the body language of your team members, alongside their written and verbal communication, for a full-spectrum understanding of the message received or delivered.
Avoiding or making eye contact, slouching over, and standing tall are some examples of body language and non-verbal communication indicators that frequently happen in the workplace and must be considered.
Avoid Being Personal With Your Co-Workers
Take note that disclosing excessive personal information to your co-workers isn’t a good idea. Aim to be friendly, but you have to be professional. If you’re too personal with your co-workers, you’ll risk your credibility when communicating about something crucial.
Controlling your emotions is also critical. Your co-employees don’t have to witness your hysteria over something with your partner, for instance. Behaving in this manner gives a negative impression.
Do Regular Check-Ins With Your Team Members
Encourage open communication to achieve a genuine perspective on the experiences of some departments, leaders, and employees. Promote open communication, free of stiffening or criticizing remarks. Responding with disinterest or negative feedback can discourage your team members from expressing themselves, ensuring that you have patience and compassion in your communication style.
For successful outcomes and to communicate more effectively, make sure to do regular check-ins. These allow employees to voice their concerns. Such routine meetings may come in informal lunch discussions, employee satisfaction surveys, and one-on-one structured meetings. They show employees that their satisfaction, betterment, and progress are crucial to and valued by the business, boosting their productivity and engagement level.
Use Social Media
Social media is a powerful tool for workplace communication. It improves internal collaboration and encourages employees to comment, share, and like interesting posts regarding your organization. It also sparks conversation, boosts morale, and educates employees about what they’re not aware of. You may also consider embedding your social media channels in your intranet, so employees know what your business is sharing publicly.
Let your employees share their interests to create work-related and meaningful conversations. It’s a good way to combine building relationships with the philosophies and goals of your business.
Without effective communication, your employees may feel confused with their objectives. Remember that ill-defined milestones and goals result in poor productivity, decreased employee motivation, high employee turnover rates, lost profits, and missed deadlines. To avoid these, ensure that you implement effective workplace communication strategies and see the difference in employee retention and return in profits.