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18 Ways to Have Effective Communication in the Workplace

18 Ways to Have Effective Communication in the Workplace

“I know you think you understand what you thought I said but I’m not sure you realize that what you heard is not what I meant.”

An old joke, but painfully true.

Though we humans more or less invented verbal communications, we are still not very good at it. Miscommunication is so common that novelist Doug Adams once opined that if we actually understood everything everyone said, it would cause the end of the universe.

Jokes aside, clarity of communications is a primary job of business leaders, and one of the tough things first they must master. For without clear communications, employees cannot collaborate, and nothing useful happens.

In this article, we’ll look into 18 ways to improve communication in the workplace so you can avoid miscommunication and work more efficiently.

What Is Communication About?

Radio engineers know that for good communications to occur, the transmitter should be strong, the receiver should have a good antenna, and there should be very little radio frequency (RF) interference.

It’s about sending, receiving and noise.

Likewise, with people, the person communicating (spoken, written, doesn’t matter) should be clear, the receiver should be attentive, and distractions should be kept at a minimum.

The problem is that all too rarely do these three things happen at once, and hence many office communications fail. Yet everyone has the tools they need to improve all of them. Interestingly, when leaders are good at these three factors, employees tend to improve their communication as well.

How to Have Effective Communication in the Workplace

Here are some easy-to-practice tips for improving communications in your workplace.

1. Be a Good Listener

You are a receiver and need that good antenna. In fact, you have two of them – your ears – which should be used twice as much as your transmitter – your mouth.

Good listening begins with being fully present and engaged. Anything less tells the other person you don’t really care.

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These tips can help you to be a good listener:

13 Powerful Listening Skills to Improve Your Life at Work and at Home

2. Don’t Pass on Gossip

Gossip, aside from potentially being destructive, is noise. It is “information” unnecessary to conducting work, a big distraction, and a time waster.

If you’re not sure how to deal with gossips at work, take a look at this article:

7 Things to Do in a Gossipy Work Environment

3. Speak in a Soft Voice

Social media is teaching us that when everyone is shouting, the calm, quiet voice is heard the loudest.

Even when tempted to raise your voice, don’t, and you will be heard very clearly.

4. Praise Often for Anything Others Do That Is Worthwhile

People who feel unappreciated make lousy listeners. They might find it not worth their time, or that the speaker is not being forthright.

But when a person is valued, and told so in no uncertain terms, then they listen with eagerness. Authentic praise builds better antennae on the listener.

Here’re 7 Reasons Why You Should Pay a Compliment to Someone Every Day

5. Be Honest and Ethical

There is a reason people dislike engaging politicians, lawyers and used car salesmen. These people try to please others by using flowery languages which are not true.

Be honest and ethical and you’ll gain trust from others and people will think that you’re reliable.

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6. Never Use Condescending or Vulgar Language

It doesn’t matter how thick-skinned a person is, talking down to them or in a way that sounds abusive is noise that prevents them from fully engaging you.

Filter your mind and your mouth, and you will notice those around you more eager to hear what you have to say.

7. Have a Good Work Ethic

Nobody pines for the opinions of slackers.

Be responsible, work hard and go on the extra miles to help colleagues who need an extra hand.

Here’re some tips for you to have a good work ethic:

How to Build a Reliable Work Ethic

8. Treat Others Fairly

If you don’t think you are going to get a fair deal, you likely discount what a schemer tells you.

If people in your company perceive you as treating others without an even hand, someone will tune you out and pull down their antennae.

But when they know you will treat them with the same honor you treat others, then they want to hear what you have to say.

9. Be a Happy Person and Be Kind to Everyone

How often do you want to listen to a grouchy or antagonistic person? Likely, never. Neither does the person you are talking to.

Be happy, supportive and helpful even when you don’t feel like it.

10. Be Calm Under Stress

This is one of the most difficult tactics to master, but it pays well.

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We all have been amazed by EMTs, police officers, surgeons and the like who can keep their cool in life-and-death situations. And if involved, we immediately followed their commands.

When you keep your head about you, others will too.

If you find it hard to handle stress, check out this advice:

How to Stay Calm and Cool When You Are Extremely Stressful

11. Be Friendly and Courteous

Try this experiment:

The next time you are on the phone with a tired-sounding customer support representative, be as happy, friendly and polite as possible. You can hear their voice change as they happily engage you.

Now, imagine how well that works when you are face-to-face with your officemate. Honey beats vinegar every time.

12. Be Engaging

To engage means to occupy the attention or efforts of a person or persons. This requires being a bit outside of yourself, to holistically connect in both the give and take of a communication. When you do so, you occupy their attention.

If you are not ready to be fully engaging, then wait before starting an important communication.

13. Don’t Be Wasteful with Time

We all are born with a finite amount of time. So, it is little wonder that people dislike having theirs wasted (which is why so many office meetings are disagreeable).

Know what you need to say or learn, get to the point, and then disengage so the other person doesn’t feel the conversation is not worth their time.

14. Speak Slowly and Don’t Use Complicated Words

Talking fast either makes you sound like a huckster or causes your meaning to be lost. Using unnecessarily complex language or jargon is in the same sphere as speaking condescendingly.

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Don’t rush and don’t talk above the lexicon of the listener.

15. Be More Concerned About Others Than Yourself

The attitude “It’s all about me” is a lousy way to engage others, in no small part because it isn’t all about you.

The skill you need here is empathy: 5 Tips for Empathetic Listening

It is about them, coworkers, teams, departments and the company at large. Put yourself, your needs and your interests on the back burner.

16. Be Truly Humble and Forgiving

The Golden Rule cannot be applied without humility and understanding. Likewise, with true, deep and fulfilling communications.

There is no shame in being human, but it requires giving as much as you would like to get if the roles were reversed. Always be human and humane when communicating with your boss, your teammates and your employees.

17. Keep Your Workplace Neat and Tidy

My partner, Warren Muller, was not tidy. But he was a genius, and thus worth listening to despite maintaining an office of perpetual clutter. Unless you are a genius, you will discover that people listen to you better when they perceive you to be well organized.

18. Be Aware of Your Personal Hygiene

This should go without saying in the 21st century. Hygiene is an ante, a minimal aid to social interaction. In the absence of it, the other person – regardless of whether they are the speaker or listener – has many reasons to not be fully engaged.

The Bottom Line

To have effective communication in the workplace, it goes beyond the words you speak.

With the right attitude and mindset, you will demonstrate the communication skills you need to work with your boss, your teammates and employees efficiently.

Practice the above 18 ways in your workplace and start to improve your communication skills at work!

More Resources About Communication Skills

Featured photo credit: Unsplash via unsplash.com

More by this author

Ray Zinn

Ray Zinn is an inventor, entrepreneur, investor, angel, bestselling author and the longest serving CEO of a publicly traded company in Silicon Valley.

The Secret of Success: 10 Tough Things to Do First How Do You Measure Success: 10 New And Better Ways 18 Ways to Have Effective Communication in the Workplace 4 Effective Ways to Motivate Employees During the Busy Holiday Season How Teamwork in the Workplace Boosts Morale and Delivers Results

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Last Updated on October 14, 2020

Had a Bad Day? 7 Ways to Rebound From It and Feel Good Again

Had a Bad Day? 7 Ways to Rebound From It and Feel Good Again

Today didn’t turn out as you planned, but it doesn’t mean you’re weak. It simply means that you’re human, and you’re not bad just because you had a bad day.

“Not everyday is a good day but there is something good in every day.” -Alice Morse Earle

It’s not the end of the world when you find yourself thinking “I had a bad day,” but it can feel like it. You may have had plans that fell apart, experiences that set you back, and interactions that only did harm.

You may have started the day thinking you could take on it all, only to find you could hardly get out of bed. When you have a bad day, you can forget to look at the good.

Sometimes, self-care helps us to remember why we are worth it. It helps us to recharge and reset our mindset. It helps us to know that there are still options and that the day isn’t over yet.

Love yourself today, no matter how hard it’s been. That’s the way to find yourself amidst the hardships you have. That’s how you center yourself and regain focus and live a more meaningful life. Give yourself some credit and compassion.

Here are 7 ways to rebound from a bad day using self-compassion as a tool. If you had a bad day, these are for you!

1. Make a Gratitude List

In a study on gratitude, psychologists Dr. Robert A Emmons and Dr. Michael E. McCullough conducted an experiment where one group of people wrote out gratitude lists for ten weeks while another group wrote about irritations. The study found that the group that wrote about gratitude reported more optimistic mindsets in their lives[1].

Overall, having a gratitude list improved well-being and made one truly grateful by counting the blessings in their lives.

Write a list of what you are grateful for if you had a bad day. Make it as long as you like, but also remember to note why you’re grateful for each thing you write.

What has given you the most joy? What has set you up for better days? Keep a tally of triumphs in mind, especially when you do have the bad days.

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The day doesn’t define you, and you still have things of value that surround you. These could be material things, spiritual connections and experiences, relationships, basic needs, emotional and mental well-being, physical health, progress towards hopes and dreams, or simply being alive.

Here are some other simple ways to practice gratitude.

2. Write in a Journal

Journaling affects your overall mental health, which also affects physical health and aids in the management of stress, depression, anxiety, and more[2].

All you need is a pen and paper, or you could do an online, password-protected journal such as Penzu. The key is to get started and not pressure yourself on how polished or perfect it is. You don’t need to have prior experience to start journal writing. Just start.

Write out everything that is bothering you for 15 minutes. This helps with rumination, processing problems, and can even aid with brainstorming solutions.

However you approach it, you can find patterns of thinking that no longer serve you and start to transform your overall mental state. This will impact all areas of your life and is a great coping skill.

3. Meditate

Meditation can help you overcome negative thought patterns, worrying about the future, dwelling on the past, or struggling to overcome a bad day[3]. It shifts your mentality and helps you focus on the present or any one thing you truly want to focus on.

Here is an example of a meditation you can do:

Get into a comfortable position. Close your eyes. Rest your body, release tension, and unclench your jaw. Tighten and release each muscle group in a body scan for progressive muscle relaxation.

Focus on your breath, taking a few deep breaths. Let your belly expand when you breathe in for diaphragmatic breathing. Empty yourself completely of air, then return to normal breathing.

Next, focus on the idea of self-love and let it erase negative thoughts. Think about the ways you’ve been judging yourself, with the narratives coming up that your mind may create.

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Give yourself unconditional love and release judgment. Take your time meditating on this because you matter. This is particularly important if you had a bad day.

Check out this article for more on how to get started with a meditation practice.

4. Do Child’s Pose

Yoga Outlet says:

“Child’s Pose is a simple way to calm your mind, slow your breath, and restore a feeling of peace and safety. Practicing the pose before bedtime can help to release the worries of the day. Practicing in the morning can you help transition from sleeping to waking.”[4]

When you do Child’s Pose, it can be between difficult positions in yoga, or it can be anytime you feel you need a rest. It helps you recover from difficulties and relax the mind.

It also has the physical health benefits of elongating your back, opening your hips, and helping with digestion[5].

To do Child’s Pose, rest your buttocks back on your feet, knees on the floor. Elongate your body over your knees with both arms extended or tucked back, with head and neck resting on the floor[6].

Had a bad day? Try Child's Pose.

     

    Do this pose as a gift to yourself. You are allowing yourself to heal, rest, get time for yourself, recover, and recharge. When you’ve had a bad day, it’s there waiting for you.

    5. Try Positive Self-Talk

    Engage in positive self-talk. This is essentially choosing your thoughts.

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    When you have a negative thought, such as “I can’t do this,” replace it consciously with the thought “I can do this.” Give yourself positive affirmations to help with this.

    Negative self-talk fits into four general categories: personalizing or blaming yourself, magnifying or only focusing on the negative, catastrophizing or expecting the worst to happen, and polarizing or only seeing back and white[7].

    When you stop blaming yourself for everything and start focusing on the positive, expecting things to work out, and seeing the areas of grey in life, you reverse these negative mindsets and engage in positive self-talk.

    When you speak words of kindness to yourself, your brain responds with a more positive attitude. That attitude will affect everything you do. It’s how you take care of yourself if you had a bad day.

    Check in with yourself to know when you are having negative self-talk. Are you seeing patterns? When did they start to become a problem? Are you able to turn these thoughts around?

    6. Use Coping Skills and Take a Break

    Use your coping skills. This means not letting your thoughts take control of yourself.

    You can distract yourself and escape a bit. Do things you love. You can exercise, listen to music, dance, volunteer or help someone, be in nature, or read a book.

    It isn’t about repression. It’s about redirection. You can’t stay in thoughts that are no longer working for you.

    Sometimes, it’s okay to get out of your own way. Give yourself a break from the things going on in your head. You can always come back to a problem later. This may even help you figure out the best course of action as sometimes stepping away is the only way to see the solution.

    If you had a bad day, you may not feel like addressing what went wrong. You may need a break, so take one.

    7. If a Bad Day Turns Into Bad Days

    “I believe depression is legitimate. But I also believe that if you don’t exercise, eat nutritious food, get sunlight, get enough sleep, consume positive material, surround yourself with support, then you aren’t giving yourself a fighting chance.” –Jim Carrey

    If you’ve been feeling out of control, depressed, or unstable for more than a few weeks, it’s time to call a mental health professional. This is not because you have failed in any way. It’s because you are human, and you simply need help.

    You may not be able to quickly rebound from a bad day, and that’s fine. Feel what you feel, but don’t let it consume you.

    When you talk to a professional, share the techniques that you have already tried here and whether they were helpful. They may tell you additional ideas or gain insights from your struggles of not being able to rebound from a series of bad days.

    If you’re having more than just a bad day, they will want to know. If you don’t have the answers, that’s okay, too. You just need to try these tools and figure out how you’re feeling. That’s all that’s required of you.

    Keep taking care of yourself. Any progress is progress, no matter how small. Give yourself a chance to get better by reaching out.

    Final Thoughts

    If you had a bad day, don’t let it stop you.

    Know this: It’s okay not to be okay. You have a right to feel what you feel. But there is something you can do about it.

    You can invest in yourself via self-care.

    You are not alone in this. Everyone has bad days from time to time. You just need to know that you are the positive things you tell yourself.

    More Things You Can Do If You Had a Bad Day

    Featured photo credit: Anthony Tran via unsplash.com

    Reference

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