How you communicate in the workplace greatly affects your success and enjoyment at work. If you don't handle it well, it can lead to frustration, extra work, and uncomfortable situations with colleagues. So, how do you handle this smartly? We have listed 6 do's and don'ts for you!
6 tips to get started!
Workplace communication covers everything from chats with your manager to team meetings, emails, Slack or Teams messages, and video calls. Each one needs a different approach, so learning how to communicate effectively is key.
2. Teamwork = Communication
Good communication means better understanding and smoother teamwork. It also opens the door for giving and receiving feedback.
Do: Be open to feedback and see it as an opportunity to grow. Thank the person who gives you feedback and think about how you can use it to get better.
Don't: Don't take feedback too personally. If you clam up or get defensive, collaboration becomes a lot harder. As a result, problems often go unresolved and you make the same mistakes in the future.
Pro Tip: Feedback should focus on behaviour, not the person, and offer specific ways to improve.
Example:
Don't: You always do this wrong and it really needs to change.
Do: I noticed you’re finding this process tricky. Maybe we can look at a different approach together?
4. Share information smartly
We all know it: you're in the cc of an email, but there's actually no update for you in between or a targeted action. This can be pretty irritating, especially if it happens often.
Do: Think about who really needs the information. Only send your message to people who need to act on it. This keeps communication efficient and stops unnecessary opinions from flying around.
Don’t: Don’t cc everyone just because. It clutters inboxes and leads to pointless discussions.
5. Mind your tone and body language
How you say something is often as important as what you say. Nonverbal cues such as your tone, facial expression and posture can either reinforce or undermine your message.
Do: Maintain eye contact and an open attitude. This shows that you are really listening and engaged. Especially in face-to-face conversations, this is crucial.
Don't: Avoid a closed attitude, such as keeping your arms crossed, and try not to look away during the conversation. And especially very important: Do not just look at your laptop or phone when you are in a meeting with someone. Doing so sends the signal that you are not listening and are not interested.
Side note: Don't forget to watch your tone. Especially online, things can come across as gruff, even though they are not meant to be. Watch how you phrase things and make sure you are not too straight to the point.
6. Choose the right platform
Not every conversation is suitable for a quick message or video call. Sometimes a face-to-face conversation is better to avoid misunderstandings or to discuss sensitive topics.
Do: Choose the communication channel that best suits the message you want to convey. Short updates can easily be shared via a Slack or Teams message. For extensive updates with a lot of information, an email is often more convenient. This way, people can decide when to respond, without being unnecessarily distracted from their work. If you really want to discuss and debate something in depth, schedule a meeting or video call.
Don't: Not everything has to be a meeting! We repeat: Not everything has to be a meeting. A common office frustration is the countless unnecessary meetings. A physical meeting takes a lot of time and energy, so it should have a clear purpose.
