21 July 2022

What is Workplace Communication & Why is it Important?

by Sneha
Workplace Communication & It’s Importance

Workplace communication plays a very crucial role in the growth of a business. It helps coworkers to collaborate and complete tasks more effectively. Let’s learn more about workplace communication in this handy guide!

What Is Workplace Communication?

Workplace communication is the process of exchanging information and ideas between employees in a workplace. It includes verbal and nonverbal communication, as well as written communication. Good workplace communication is essential for a productive and effective workplace.

Studies show that 57% of employees report not being given clear directions and 69% of managers feel uncomfortable communicating with the employees in general.

This indicates that workplace communication needs to be improved for a smooth functioning of the organization. Most of the time the content of communication would be regarding the day to day running and functioning of the business.

Why Is Workplace Communication Important?

There are many benefits to good workplace communication. It helps to ensure that everyone is on the same page and understands what is expected of them. Good communication also helps to build strong relationships among coworkers, which can lead to better teamwork and productivity.

It brings about a better workplace alignment that helps people work with a direction and purpose. An organization that manages to communicate better tends to be more agile in dealing with situations.

Organizations can improve on crisis management and get to reduce workplace accidents and incidents by taking to an organized way of communicating with components in the workplace. This does bring about a cohesive way of working around obstacles and better managing the work environments.

How To Improve Communication at Workplace?

It must be said that improving communication at workplace cannot be done in a day. Most successful transformations are done in a gradual manner and that which suits the size of the company under study. For instance, it would be easier to manage change at a workplace involving 20 employees as compared to an organization which has over 200 people on their roles.

Having said that, it is possible to bring about changes and improvements in how people communicate at the workplace by implementing some doable steps that end in the desired result, that is better communication at the workplace.

1. Listening To Employees

It might look to be easy to do but it would be surprising to note that companies tend to do badly at workplace communication because they lack the ability to listen to the employees. Often the higher management tends to take the views of the lower order for granted and does not pay sufficient attention to them. It is important to listen to the employees.

2. Understanding Different Communication Styles

One of the most important aspects to creating a better communicated workplace is to understand that the employees have different styles of communicating their needs. Some people are comfortable with using email to communicate to the organization whereas there would be others who take to a one-on-one conversation to get to communicate with others.

An organization must be able to incorporate as much diversity in communication as possible to create a conducive atmosphere where ideas can be exchanged freely.

3. Scheduling Regular Meetings

Despite the increasing use of electronic messages like text and emails, there simply is no substitute for face-to-face meetings between employees at an organization. Thus, it is important to have regular meetings between co-workers and most people would admit that weekly meetups are a must have feature to workplace communications.

4. Using Proper Body Language

At the time of the COVID pandemic it was evident that people could not project body language across computer and smartphone screens. It is important to be able to view the body language of the person that you are dealing with.

The points that need to be stressed are often picked up clearly when people are allowed the freedom to project their body language. At the same time, body language must not be confused with posturing. These two are two different aspects to communicating with groups of people and must be kept separate.

5. Knowing The Audience

When sending over an email or addressing a group of employees it is paramount to understand the audience that a worker is making his presentation to. Once you understand your audience, it becomes much easier to communicate with each other.

6. The Role of Feedback

There can never be stressing enough of the role of feedback in any organization. A culture that values any feedback from the worker is a good thing to have as it gets to address issues before it gets out of hand or balloons into something unmanageable. One of the main reasons for holding weekly meetings with teams is to give them an opportunity to provide feedback to issues concerning them or the running of the business.

7. Understanding People

Understanding people at the workplace is a top priority for most business organizations. At the end of the day, workplaces are but a collective of people from different backgrounds and performing different duties. A good businessman would tend to take steps to understand the people that he is employing. This would in turn lead to better communication between the employees and the employer in the workplace.

8. Dealing With People at The Personal Level

An email could well convey a message that could be delivered through a 1:1 meeting between people. But an email does not approach people at the personal level which is what is needed to build teams around businesses.

Thus, given a choice between conveying a message through an email and a one-on-one conversation, choose one on one conversation in as many situations as possible. It would be more fulfilling in the long run over sending emails.

Further Reading: 

Barriers Of Effective Communication In The Workplace

How to Keep Employees Happy & Motivated

Closing Thoughts

The best workplace communication is when two sets of people sit across a table to discuss things. But it would be evident that this would not be possible all the time and there are certain steps as outlined in this post that help to improve communication lines between workers. The end result must always be a more cohesive workplace than otherwise.