Communications is a perennial thorn in the side of many organizations. It doesn’t seem to matter how hard you try, the report card still says there’s room for improvement. And yet we all know if we can improve internal communications in the workplace, productivity, output and company culture all stand to benefit.
The pace of technological change makes it hard to keep on top of the latest digital tools designed to make communication easier. And while technology certainly has a part to play, traditional face-to-face communication is still important.
Workplace communications take place at the organizational level and also on the individual level — especially in the relationship between manager and employee.
For a comprehensive look at how to improve communications in the workplace, check out the following 20 top tips.
20 Ways To Fix Poor Workplace Communication
Do it well, and workplace communication helps drive businesses forward. Employees feel empowered and understand the company’s mission and their contribution to the big picture. Getting workplace communication right isn’t just nice to have. Nowadays, it’s a necessity if you want to remain competitive.
If you think communication problems are holding your business back, check out these practical solutions and get back on track.
1. Audit Communication Methods
Do you know what the lines of communication are in your business? Or have these communication methods simply evolved over time without much central oversight? Before you can determine how to improve communication in the workplace, it’s essential to know the current methods and what’s working well.
It’s likely you are already using some of these tools: email, messaging apps, video conferencing, staff briefings, newsletters, intranet software or social media. But which ones are the most effective? What methods suit your workplace dynamic best? Start by inviting staff to feedback about their preferences. Do an audit of communication methods. That way you will have a much better understanding of what’s a good fit for your business.
2. Actively Listen
Communication isn’t a one-way process. A meaningful dialogue involves actively listening to what your team members have to say. Make sure you give the conversation your full attention – turn your phone off and let others know you are unavailable for the duration of the 1:1 meeting. Ask questions for clarification, keep a note of your discussions and be sure to follow up on any action points.
The same approach applies to team or departmental meetings. Supplement regular team meetings with surveys and polls to encourage participation and feedback from staff. These are also a great option for reaching out to the telecommuters, freelancers and non-desk workers in your team.
You could take this a step further by implementing a staff suggestion scheme. A traditional but still effective option, it’s possible to replicate the suggestion box with a virtual one on the intranet. Allowing employees to share their views, concerns or insights sets the right environment of openness and approachability.
3. Develop Mechanisms For Two-Way Conversations
It’s surprising how many organizations make the mistake of seeing communication as being one-way traffic: Corporate messages are passed down through the company ranks but very little comes back up.
To be really effective at improving communication in the workplace, involve genuine two-way conversations with staff members. Senior managers need to actively listen.
Encourage an open-door policy where staff feel able to approach their supervisors. Promote this policy throughout your internal communication channels. Walk the talk via visible leadership in which managers interact with staff members, attend team meetings, listen to feedback. And importantly, loop back on the next steps.
In this context, digital communication tools have an important role to play. Wikis, blogs, intranet news feeds, instant messaging apps and social intranet features enable management to develop genuine conversations.
Like many companies, UK-based recruitment consultancy Kenect Recruitment experienced communication issues. With 14 regional offices, developing two-way conversations between management and a dispersed workforce was a challenge.
“We wanted a digital platform that could bridge the communication gap between the directors and staff, as well as providing our employees with quick and easy access to the information and resources they need,” advises Kenect’s Managing Director, Jason Whittenham.
For Kenect the perfect solution was an intranet platform. The intranet’s integral corporate and team news blogs—alongside a comprehensive content management system—have led to more open and transparent relationships with staff. The end result has been more efficient and effective working—and a noticeably improved company culture. Read more about Kenect’s intranet experience.
4. Mobile Technologies
For staff who telecommute or work non-desk roles, mobile technologies are an essential line of communication. Businesses need to ensure these staff members feel as connected as head office-based staff.
Certainly for Idaho State Lottery and its dispersed, mobile workforce, internal communications was a big issue. “We used email as our main communication tool but found that it wasn’t working for us anymore,” explains Jennifer Quinno-Miller, Management Assistant/Human Resources. The ability to securely share information with staff out in the field was another key issue. After extensive research, an intranet platform was the mobile solution selected by Idaho State Lottery. As well as being an important communication vehicle, the intranet is also the central hub for all the company’s information and data needs. “Staff can directly and securely source and access anything they need, even if they’re away from the office,” says Jennifer.
5. Publish A Regular Newsletter
Tried and tested, newsletters are an enduring technique to improve communication in the workplace. As well as being a vehicle for updating staff on important news and events, a newsletter is also a good way to build a strong company culture. Traditional, printed formats have been replaced with visually-striking online versions incorporating a variety of media for maximum appeal.
Let’s look, for example, at a healthcare organization with around 300 staff. Their communication challenges are around shift-workers, non-desk employees and siloed teams. For this organization, message cut-through relies upon ease of access and quick-to-grasp content. Instead of an email from the CEO, a vlog could be more effective (sent direct to mobiles) at reaching those working irregular hours and non-desk roles.
In addition, to help break down information silos, include success stories about joint working and collaboration. Profiling the work of other teams or individuals in a special feature are also useful ways of developing a common sense of purpose and building connections between teams.
The healthcare industry is constantly changing. New regulations and government initiatives, variations in compliance reporting, an internal restructure … staff must be informed as well as know about best practice. An online newsletter ensures that all employees receive the same timely and consistent messages. Include bite-sized snippets of text with an option to click through for more detail. And using lots of graphics, videos and diagrams will make even dense information more accessible and gives it instant visual appeal.
6. Implement Intranet Software
Today’s diverse workplaces call for flexible and versatile communication methods. Mobile-optimized and with in-built two-way communication channels such as blogs, wikis and online newsletters, intranets offer businesses that all-important versatility and flexibility. But there are other business benefits too, summed up by Jessica Fisher from RWR Group:
“We thought it would mainly address the communication need. But it has centralized all our business processes in one location. We use it as a central library of information with all our how-to guides, policies and processes, as well as HR forms.”
7. Be Clear About Expectations
One of the major blocks to communication is a lack of clarity around role expectations. Role expectations are different from a job description which merely lists responsibilities rather than how a team melds together. Role expectations can be set around a project team, a specific task or even how the employee fits into the big corporate picture.
Communication can quickly break down when people don’t fully understand their role and what’s expected of them. As the manager, it’s your job to make sure staff have role clarity. Make it clear what the employee needs to do to be successful. Be upfront about the metrics you are using to assess performance. Set clear terms of reference, accountabilities, and goals for any project teams so there is clarity from the outset.
The transparency and strong sense of direction will enhance overall organizational communication.
8. Set Up Weekly Or Monthly 1:1 Meetings
Prioritize regular catch-ups with your team members. Face-to-face communication is still important—even in the digital age. 1:1 meetings are a good way to discuss how work is going, identify any roadblocks, celebrate successes and communicate corporate news. It doesn’t always have to be a formal meeting. In fact, taking time away from the office and getting together at, say, a coffee shop is often more effective. This is also an option for remote working or non-desk staff. And if the geographical distance involved makes regular face-to-face communication impossible, then video conferencing apps are the next best thing.
When work is super busy, it’s tempting to cancel regular catch-up meetings with your staff. However, this is frustrating and annoying for employees. It can easily send the wrong message about how much you value team members. Do your best to avoid canceling these important meetings.
9. Review The Layout Of The Workplace
Is the setup of your office enabling or hindering effective communication? The design and layout of the workplace can have a big impact on internal communications. Separate offices and small cubicles—while keeping staff focused and free from distractions—can act as a barrier to communication and therefore efficient collaboration. Departmental silos are often the result.
On the other hand, a more open-plan design that includes a centralized social hub—based around the water cooler or office kitchen—can facilitate communication between teams.
A mix of open plan, collaborative project spaces alongside private cubicles for 1:1 meetings and focused work offers the best of both worlds.
10. Develop A Communications Strategy
Don’t leave your internal communications to chance. If you are serious about improving communication, take control by developing a strategy. Check out our Internal Communications Strategy: 15 Tips post for all you need to know. The bottom line is that a plan will focus attention by setting out a budget, expectations, and measurable goals. Not only will it help leaders to be more effective communicators, but it also introduces transparency and accountability.
11. Know Your Audience
One of the stumbling blocks to effective communication in the workplace is assumptions. You may think you know what employees want and need, but do you really? Engage with your people to fully understand their needs. And remember, there will be more than one internal audience. Different cultures, teams, job roles, and even generations will have differing requirements.
12. Use The Right Channels To Communicate At The Right Time
Close any communication gaps by ensuring everyone uses the proper channels at the right time. For example, a critical project update is best delivered by business IM. Decide what type of messages you typically need to provide and the most appropriate channel. Then, ensure staff members are aware of your expectations.
13. Professional Development For Managers
Not every manager is an effective communicator. Even good leaders can benefit from professional development. Set up a program of comms training for all leaders. Include training on active listening, questioning techniques, and providing feedback.
Remember, only a surprising seven percent of our communication is verbal. The rest is through body language, tone of voice, and posture.
14. Take Control Of Meetings
Meetings are a fact of life in every business, making them a vital comms channel. Poorly run meetings are a waste of time. Make them effective by keeping them short and focused, with an agenda sent out in advance. Ensure action steps are clearly defined. Set aside time to communicate updates, news, and insights.
15. Connect With Remote Employees
Remote or hybrid employees often feel out of the loop. Organizations must work harder to keep the lines of communication open. Tools like intranets, video conferencing, and messaging apps can help make sure everyone is part of the conversation.
16. Develop A Culture Of Appreciation
People work better when their efforts are recognized. According to a Gallup survey, 74 percent said receiving praise made them feel more valuable.
We often focus on negatives in workplace comms. It’s just as important to emphasize the positives. An employee recognition program empowers and encourages the workforce.
17. Centralize Resources And Information
Ensure employees can access all the resources they need — from internal documents to company policies. Easy access to company knowledge supports better information flow. A centralized platform eliminates confusion and supports effective work.
18. Invest In IM
Business IM is fast and effective, enabling instant issue resolution and streamlined decision-making. Tagged channels, threads, alerts, and notifications ensure relevancy. Features like emojis make communication more engaging.
19. Encourage And Embrace Feedback
Communication is an evolving process. As a manager, you must embrace and encourage feedback on your performance. Use staff 1:1s, surveys, and polls to collect honest feedback. Make it anonymous for better results. Review and reflection should be ongoing throughout the year.
20. Mix Things Up
Mix up communication methods to reach more employees. Go beyond verbal or written communication. Use videos, podcasts, infographics, and images. New media formats may resonate more with employees from different backgrounds.
Are you motivated to turn around poor communication in the workplace? Get in touch with the expert team at MyHub. Our easy-to-use intranet software may be just what you need. Under one virtual roof are all the tools and features your business needs to improve communication and transform the workplace. Sign up for a free demo or 14-day trial today.
FAQ
Why is workplace communication important?
Workplace communication is essential for aligning team efforts, reducing misunderstandings, and improving overall productivity. Clear and open communication also boosts morale, encourages collaboration, and ensures that everyone is working toward the same goals.
How can technology help improve internal communication?
Modern tools like intranet platforms, instant messaging, and video conferencing make it easier to share updates, collaborate remotely, and stay connected with all team members. These technologies help bridge communication gaps, especially with hybrid or remote teams.
What’s the role of managers in improving communication?
Managers set the tone for effective communication by actively listening, giving clear feedback, and creating an environment of trust. When leaders communicate openly and consistently, it encourages employees to do the same, leading to a healthier work culture.
