Workplace communication: do’s & don’ts
How you communicate at work can make or break your experience. Nail it, and you’ll thrive; mess it up, and you’re looking at frustration, extra work, and awkward moments with your colleagues. So, how do you get it right? Here are six do's and don'ts to keep in mind!
6 tips to get you 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.
1. Be clear and to the point
At work, people expect you to communicate efficiently, whether it’s in an email or during a meeting. If you ramble on or fail to make your point, you’ll only end up confusing and annoying your colleagues.
Do: Plan what you want to say in advance. Write your email or speak in a way that gets your point across in one go. Start with the main info—this is called the BLUF method (Bottom Line Up Front). It means putting your key message or question at the top, so your colleagues know what’s up straight away. Keep it short and sweet to avoid any mix-ups.
Don’t: Avoid long-winded explanations. No one wants to scroll through an essay just to find the key point.
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 a chance to grow. Thank the person for their input and think about how you can use it to improve.
Don’t: Don’t take feedback too personally. If you shut down or get defensive, teamwork becomes way harder, and you’re likely to repeat the same mistakes.
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 needs to change.”
Do: “I noticed you’re finding this process tricky. Maybe we can look at a different approach together?”
3. Adapt your communication style
Not everyone communicates the same way. Some people like it direct, while others prefer a bit more explanation.
Do: Try to gauge what your colleague prefers. If they’re more analytical, use facts and figures. If they’re action-oriented, focus on what needs to happen next.
Don’t: Don’t assume your communication style works for everyone. If you ignore this, you risk talking past each other.
4. Share information smartly
We’ve all been there getting cc’d on emails that have nothing to do with us. It’s annoying, right?
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 can be just as important as what you say. Non-verbal cues like your tone, facial expressions, and posture can either strengthen or weaken your message.
Do: Maintain eye contact and an open posture. This shows you’re listening and engaged, especially in face-to-face chats.
Don’t: Avoid crossing your arms or looking away during conversations. And definitely don’t check your laptop or phone while someone’s talking to you in a meeting. It sends the signal that you’re not interested.
Pro Tip: Be mindful of your tone, especially online. What you think is straight to the point might come across as blunt. So, double-check how you phrase things to avoid sounding too harsh.
6. Pick the right platform
Not every conversation is suited to a quick message or video call. Sometimes, a face-to-face chat is better to avoid misunderstandings or to discuss sensitive topics.
Do: Choose the best communication channel for the message. Quick updates? Slack or Teams is perfect. For detailed info, an email is usually better so people can respond when it suits them. But if you need a deep discussion, schedule a meeting or video call.
Don’t: Not everything needs to be a meeting! Seriously, we can’t stress this enough. Unnecessary meetings are a major source of frustration in the office. They take up time and energy, so only set one up if there’s a clear purpose.
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