How To Be A Better Communicator in the Workplace
Communication makes the world go round. Whether you’re coaching a baseball team, teaching in a classroom, talking with your spouse, or mentoring team members at your company, communication is how you make progress.
Being a better communicator accomplishes many goals in life and work, including forming connections with others, building trust, and streamlining processes. When communication is strong at your organization, you’ll find that employees are more engaged, empowered, and independent. Team members have stronger bonds and collaboration is more seamless.
But communication is no easy feat. It’s a key skill that takes intention and practice.
How to Be a Better Communicator: Four Strategies
Great communication comes naturally to some people while others find it more challenging. But this doesn’t mean you can’t learn how to become a better communicator. Like every other skill, communication can be practiced and honed. Start with these four strategies.
Listen to Understand
Did you know that the most important part of communication is listening, rather than speaking? People want to be heard, and they want to know that you understand their perspective. By now, most leaders have realized the importance of active listening — truly listening, instead of waiting for our turn to speak, and demonstrating that we are listening. But be sure to take your listening skills a step further than simply nodding and parroting back what you’ve heard. Effective listeners also engage the speaker with questions and productive, positive feedback.
Consider Communication Styles
Like learning styles back in our school days, we all have unique communication styles, too. Some of your team members will want direct instructions, while others want the “why” behind what you’re asking. Certain employees will enjoy collaborative meetings, while others will prefer information in writing. The best thing you can do is understand your team members as individuals through consistent 1:1s. This way, you can tailor your communication to them. When it comes to communicating with several (or many) people at once, communicate in multiple ways when possible. For example, follow up your video calls with a written recap via email or Slack.
Be Mindful of Nonverbal Communication
Have you ever received a curt text message, wondered if your friend was upset with you, then later realized it was all a misunderstanding? We’ve all been there! That’s because nonverbal cues are a huge part of communication. Our body language and facial expressions communicate just as much — if not more — than our words. When you chat with your employees, remember to present yourself in a positive, engaging way. This can include:
- Upright but relaxed posture
- Uncrossing your arms
- Making eye contact
- Relaxing your brow
Practice in the mirror if necessary. At the very least, if you tend to frown or tense up when concentrating, let your team know! A simple clarification goes a long way: “Hey guys, I tend to look upset when I’m focused. It’s something I’m working on, but just know I’m not angry with you. I’m engaged.”
Foster Transparency and Mutual Feedback
Lastly, learning how to be a better communicator starts with your company culture. No matter how well you listen, tailor your communication style, and improve your nonverbal cues, if your culture doesn’t foster transparency and mutual feedback, communication will never be as successful as you’d like. Be open with your team, offer clarity continually, and ask for their feedback consistently. These actions open the doors to communication and make it easier for everyone to listen and be heard.
Common Challenges in Workplace Communication
We can’t rightly address how to become a better communicator in the workplace without discussing some of the biggest challenges leaders may face. The below situations are more delicate, and they require paying special attention to how you communicate. Done well, these scenarios can be hugely positive experiences. But done poorly, or with little intention, they can be disastrous.
How to Have a Conversation With a Disrespectful Employee
When a team member is disrespectful to you or their colleagues, it must be addressed. But tread carefully. Accusations and aggression only make things worse. Start from a place of seeking to understand. Use those listening skills we discussed above, and try to get to the root of their behavior. It’s important to stick to facts over stories — what you know versus your interpretation. For example, start with “I noticed you interrupted Cole during the meeting,” instead of, “I noticed you don’t value Cole’s input.” Be calm, direct, and respectful, but let them know that, in no uncertain terms, disrespect is not tolerated. It can also be helpful to ask how you can help them succeed in the future, and work together to create a plan for situations that trigger them.
How to Talk to Employees About Performance
At some point in our careers, every leader will deal with poor performance from a team member. It’s inevitable — we’re all human, after all. But it must be addressed with great communication. For starters, don’t let performance issues go unchecked. Your regular 1:1s are the perfect place to discuss challenges and collaborate on solutions. Once again, be sure to listen well. Try to get to the heart of their struggles instead of harping on outcomes. You may need to offer more training or clarify certain expectations. Lay out actionable steps for improvement, and stay engaged with their journey.
How to Become a Better Speaker and Communicator
Speaking to one or two team members and addressing your whole company are entirely different scenarios. Public speaking skills are essential for business leaders and entrepreneurs. As your organization grows, you must be able to communicate your vision on a large scale. The best strategy to start with is thorough preparation. Having a plan alleviates enormous amounts of anxiety, so plan and practice until you’re comfortable. Be sure to consider your audience and adjust your tone and content accordingly. And, as always, be clear. Be concise. Get to the point. It’s fine to use aids and illustrations, just make sure they add value and fuel your purpose.
Anyone Can Be a Better Communicator
Communication skills don’t have to be innate. In my time as a business leader, I’ve seen many people enhance their communication effectiveness. Some even went on to coach others on strong communication. So if it’s a struggle for you, don’t beat yourself up. And certainly don’t assume you can’t work well with others. Practice the strategies discussed above, and pay close attention to the special cases mentioned. Remember that there’s a learning curve, and you won’t be perfect right away. That’s no reason not to try.
And, as a coach and mentor, share these strategies with your team members. It’s wonderful when leaders communicate well, but there’s something even better than that: an entire organization full of effective communicators.