Why is communication important in the workplace? And how it can be improved

Workplace communication is the exchange of information between employees in a work environment. This includes face-to-face conversations, emails, chat messages, video conferences, telephone calls and other methods used to convey information in the workplace. Nonverbal communication such as eye contact, body language, and tone of voice are also important aspects of workplace communication.

Why is communication important in the workplace?

Good workplace communication ensures employees have the information they need to perform well, creates a positive work environment, and eliminates inefficiencies. Effective communication should convey information accurately while maintaining or improving interpersonal relationships.

Miscommunication has real consequences for a company. A survey conducted by Expert Market revealed 28% of employees cited poor communication as the reason they were unable to complete projects on time. Miscommunication costs companies with at least 100 employees average $450,000 or more per year.

How has COVID-19 changed communication in the workplace?

COVID-19 has made many workplaces remote-capable and accelerated the digitization of workplace communication channels. This means there is more interaction via video conferencing tools like Zoom and messaging channels like Slack or WhatsApp.

In some cases this also results in a change in the communication culture. Some companies have begun to move away from traditional top-down approaches to a more lateral communication style, where employees are encouraged to participate in cross-company conversations.

How to Improve Communication in the Workplace

Communication in the workplace starts with the individual, but doesn't stop there. Work culture, technology and protocols can impact how effective communication is in the workplace.

Here are some ways you can improve communication in the workplace:

1. Work on your individual communication skills

Effective communication with colleagues is key to a positive experience at work. If you're trying to improve your communication skills as an individual, there are a few things to keep in mind when interacting with colleagues:

• Pay attention to non-verbal cues. Tone of voice and body language can convey many things that words cannot. During a conversation, pay attention to your tone and body language as well as that of the person you are speaking to. In text-based communication, tone of voice is often more difficult to recognize. If you have difficulty understanding an email or chat, suggest an alternative method, such as a video conference or face-to-face meeting.
• Listen. Communication goes both ways. Practice active listening by internalizing what you hear and paying attention to the intent and emotions behind what is being said.
• Give constructive feedback. When you are part of a team, everyone's work should be respected. When giving feedback, maintain a balance between what works and what can be improved.
• Attend meetings. Prepare for meetings by reviewing the agenda or previous notes to understand what will be discussed and consider how you can contribute. Pay attention to what is being said, take notes if necessary, and ask relevant questions.

If you are a leader, you might consider a communication skills workshop for your team.

2. Recognize which method you should use

Not every topic deserves its own discussion. If you have something to share, consider its importance, urgency and complexity and choose the right channel accordingly. Do you have a simple team reminder? A quick group message or email can get the point across. Do you need to explain or teach someone how to use a tool? Then a face-to-face meeting might be a better method. It can be a good idea to decide across the team when and which communication channel should be used.

If your workplace needs to be updated technologically, you should contact your manager to see if the company is willing to invest in new technologies. Numerous chat platforms, email providers and video conferencing tools can significantly improve the flow of communication.

3. Make meetings efficient

researches show , that only 50% of the time spent in meetings is considered a good use of time by participants. The good news? There are probably several ways to improve the way meetings flow in your company.

Below are some best practices to make meetings efficient and effective:

• Set an agenda and goals for each meeting. Try to avoid reusing agendas.
• Send the agenda and other materials to be discussed, such as presentations, to the team before the meeting so that participants have a chance to review them.
• Only invite people who absolutely need to be invited.
• Consider whether a meeting is even the best way to communicate something.
• Cancel a meeting if it doesn't need to happen.
• Make sure in advance that the technical equipment is working.
• Start and end meetings on time.
• Share meeting notes after the meeting.

4. Create an open culture

The key to good communication in the workplace is creating a trusting environment. Employees should feel comfortable voicing their concerns, asking questions, and contributing their ideas.

• Set up biweekly or monthly lunch meetings or activities like happy hours or off-sites to give employees a chance to relax and get to know each other as people. This can help build trust and create a supportive work environment.
• Offer different ways to get involved. Communication style can vary from person to person. While some may not be afraid to participate in large meetings, others may prefer to ask questions in text-based forums. Vary the way you receive feedback and ideas to ensure you hear as many voices as possible.
• Include remote workers. Even as remote work increases, people still need and want face-to-face contact. Chat platforms like Slack can enable informal conversations that connect in-person and remote employees. You can also consider remote office activities, such as a book club.

You don't have to be in a leadership position to affect change in work culture. Start looking for such opportunities yourself. Suggest having lunch with colleagues, joining a work club - or starting your own.

5. Schedule regular individual and team meetings

Recurring meetings can give employees space to address concerns they otherwise wouldn't know when to address. If this is not already the case, suggest having regular one-on-one meetings with your direct supervisor (or direct reports). Regular team meetings can also allow team members to share concerns more broadly and seek input from others.

While it's okay to cancel a meeting if there's no agenda, try not to cancel too often. This could undermine trust between employees and take away valuable time for them to ask questions.

Improving communication skills

Communication skills are called skills for a reason - they can be learned and require practice to master. If you're trying to take your communication skills to the next level, consider a course like Improving Communication Skills from the University of Pennsylvania or Teamwork Skills: Effective Communication in Groups from the University of Colorado Boulder.