Most companies recruit employees with a strong teamwork orientation. A component of this is good communication skills. This includes the ability and willingness to share information, speak respectfully to other people, and try to build rapport, among other things. Let’s examine what good communication looks like in the workplace, why it’s critical to business success, and how it can be promoted.
What is good communication?
Effective workplace communication involves more than people just exchanging pleasantries. Of course, when you see employees behaving in a friendly way and spending time genuinely getting to know each other on a personal level, it’s a good sign. Expressing an interest in one’s colleagues and making sure to treat everyone with courtesy is a foundation for communicating well about work matters.
When it comes to being a responsible employee and meeting the obligations of one’s position, this requires a different kind of communication. Most jobs rely on people working cooperatively with others in the same department and even across the organization. It’s also quite common for people to work on projects as part of a small team. Whatever the situation, effectively exchanging important information, ideas, expertise, options, and the like is important.
Workplace communication is about listening to understand, asking questions, and reframing what the other person has said to make sure you haven’t misheard. Granted, everyone wants an opportunity to contribute, but it’s not simply about waiting for a break in the conversation to put forward your own thoughts. If you are leading teams, your input is a given. Create space for others.
This openness to a proper exchange of thoughts and information can be seen in the body language individual people use. You can tell a lot about how a discussion is going by observing nonverbal cues.
Why is it needed in business?
The benefits of good communication in the workplace go beyond meeting the next deadline. It helps to clarify the responsibilities each team member has, how they collaborate with others, and why this is necessary to reach the company’s goals. In turn, staff members can see how their contribution makes a difference and feel personally valued. In this scenario, people will have more confidence in the process and develop trusting relationships with management and coworkers.
There’s no question that effective communication leads to a more positive working culture and happier colleagues. People are clear on their roles and those of others, and they know what to expect when they come to work each day. There are fewer surprises and less confusion. When something is unclear or a problem occurs, it’s more likely to be sorted out quickly after everyone involved has a chance to be heard. In essence, when business practices are grounded in effective communication, everyone is better prepared to deal with unforeseen problems and productivity doesn’t suffer.
How can leaders promote better communication?
Promoting effective communication in any enterprise starts at the top, with management setting clear expectations and holding themselves accountable to the same standard. Regular team meetings are one of the best ways to foster good communication. This is the time to check in with your entire team, ensure that everyone’s priorities are aligned, and verify that people are working together on assignments where needed. It’s the chance for colleagues to share their progress, and for you to provide information and for people to ask questions.
There’s no replacement for taking the time to meet with your team members individually. In addition to formal performance meetings throughout the year, planning more informal sessions with your direct reports can be invaluable. This is when you’re apt to hear how people are really doing, and here suggestions they may be more comfortable sharing privately.
To avoid misunderstandings, make sure that individuals know exactly what they’re responsible for. A clear and concise job description is critical, and it’s the leader’s responsibility. It lists the position expectations and explains the parameters for when an employee has the latitude to act and make decisions.
Company directives, workplace policies and procedures, and other written material should be made clear as possible. In terms of day-to-day operations, things like meeting minutes, notes, and emails should outline what was said and the next steps to be taken without omitting any needed content.
In closing
Improving workplace communication requires consistently offering opportunities where it can thrive. Scheduling regular team meetings, having one-to-one sessions, and clarifying job descriptions and written communication are all steps in the right direction.
Bill Malloy 