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Last Updated on February 20, 2019

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.

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Last Updated on January 16, 2020

12 Simple Ways to Boost Your Confidence Right Now

12 Simple Ways to Boost Your Confidence Right Now

The way you feel about yourself greatly influences how you live and interact with others. If you are confident about yourself, you tend to see yourself positively and actually enjoy spending time with and around people. You don’t feel self-conscious or awkward around others, and that allows you to live your fullest and happiest life.

However, if you’re drowning in a sea of self-doubt, hesitancy and shyness, you often withdraw and isolate yourself from others and avoid interacting and connecting with people. That anxiety you feel in the pit of your stomach when you are around people is holding you back greatly and it is not good for your emotional health and overall well-being. You need to do something about it if you are low in self-confidence or have friends or family members who are not confident.

“Confidence isn’t walking into a room thinking you’re better than everyone, it’s walking in not having to compare yourself to anyone” – Anonymous

Here are simple, practical tips to boost your confidence right now and make you feel and act your best.

1. Stop labeling yourself as awkward, timid or shy.

When you label yourself as awkward, timid or shy, you sub-consciously tell your mind to act accordingly and psychologically feel inclined to live up to those expectations. Instead of labeling and entertaining negative self-talk, visualize and affirm yourself as confident and strong. Close your eyes for a minute and visualize yourself in different situation as you would like to be.

Be your own cheerleader. Experts believe that positive affirmation and good mental practices like picturing yourself winning or achieving a goal can lead to greater feelings of self-assurance and prepare your brain for success.[1] As the saying goes, “seeing is believing.” Picture yourself as confident and soon enough you will begin to manifest behavior that gives evidence to this new ‘fact.’

2. Recognize that the world is not focused on you (unless, of course, you are Kanye West).

That means you don’t have to be excessively sensitive about who you are or what you are doing (or not doing). You are not on the center stage; there is no need for preoccupation with self and perfectionism. As rap music star Rocko sings, “You just do you and I will do me, aight?”

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Forget about trying to please everyone or being perfect. Trying to be perfect and being a people-pleaser puts too much pressure on you and creates unnecessary anxiety. Besides, people are too preoccupied with their own issues to pay much attention to your every move unless, of course, you are a mega famous, super celebrity like Beyonce or Kanye West.

3. Focus on other people as opposed to yourself.

If you are low on confidence, self-conscious, nervous and shy in social situations, focus your attention on other people and what they are saying or doing instead of focusing on your own awkwardness.

For example, think about what it is that is interesting about the person who’s the centre of the party or the guy or girl you are talking with. Prompt them to talk more about themselves and be genuinely curious and interested in what they say. You will instantly come across as confident and warmhearted.

People generally want to talk about themselves, be heard and understood. They will love it when you’re eager and willing to listen to them and really hear what they have to say.

This habit of focusing more on what you love in others as opposed to what you dislike in yourself will not only help you become more assertive and comfortable in virtually all social situations, but also instantly make you feel great about yourself.

4. Know (and accept) yourself for who you are.

Chinese military general, strategist and philosopher Sun Tzu, author of the internationally acclaimed book The Art of War, said, “Know yourself and you will win all battles.” Even in the battle with lack of confidence, you will need to know yourself to win.

Knowing yourself starts with understanding that people are not all the same, neither are all social situation suitable for everyone. You might not be confident in large gatherings, but you could be bold and confident in one-on-one and small group interactions. We all have our own unique gifts and unique ways of expressing ourselves. Embrace yours!

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Introverts, for example, have a quiet confidence that is, unfortunately, often confused for shyness. They are naturally low key and prefer to spend time alone. However, this natural disposition affords them certain unique gifts, such as an ability to listen better than most people and notice things that others don’t.

Your uniqueness is where your strength and advantage lies. You won’t be comfortable and confident in all situations all the time. Albert Einstein said,

“Everybody is a genius. But if you judge a fish by its ability to climb a tree, it will live its whole life believing that it is stupid.”

5. Crack a smile.

If there is one sure way to instantly boost your confidence, it’s cracking a smile. Christine Clapp, a public speaking expert at The George Washington University, says that flashing those pretty, pearly white teeth will immediately make you appear both confident and composed. But, the effect of smiling is not just external. Studies show that smiling can also help nix feelings of stress and pave the way for a happier and more relaxed you.[2]

Not a bad return for something seemingly so trite, wouldn’t you agree?

6. Break a sweat—with exercise.

Working out is another great way to make yourself feel amazing and confident. Science has shown that exercising increases your endorphins, helps reduce stress, tones your muscles and makes you feel happy and confident.[3]

And hey, all you have to do is take a walk a few times a week and you’ll see the benefits. What seems to matter—as far as your confidence goes—is whether you break a sweat, not how strenuous your session is, which is pretty cool. Start working out now.

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7. Groom yourself.

This might seem mundane, but it’s amazing how much of a difference a shower and shave can have on your confidence and self-image. And when you spritz on a scent, the boost on confidence and self-esteem is incredible. As it turns out, your favorite fragrance does more than make you smell oh-so-nice.

A study found that a fragrance can inspire confidence in men. Interestingly, the study also found that the more a man likes the fragrance, the more confident he might feel. Another study found that 90% of women feel more confident while wearing a scent than those who go fragrance-free.

8. Dress nicely.

Another one that might seem trite, but it works. If you dress nicely, you’ll instantly feel good about yourself and give your confidence a real boost. That is largely because you’ll feel attractive, presentable and sometimes even successful in nice clothes.

While dressing nicely means something different for everyone, it does not necessarily mean wearing $500 designer outfits. It means wearing clothes that are clean, that you are comfortable in and that are nice-looking and presentable, including casual clothes.

9. Do activities you enjoy.

Whether it is reading a book, playing a musical instrument, riding your bicycle or going fishing, do what you really enjoy and what makes you truly happy often. It will boost your self-esteem, soothe your ego and allow you to identify with your gifts and talents. That will in turn bolster your self-belief and grow your confidence exponentially.

You might not become popular for doing what you love, but you might not even want to be popular at all. Being popular doesn’t make you happy; doing what you love does.

10. Prepare for the possibility of rejection / setback.

Late World No. 1 professional tennis player Arthur Ashe said, “One important key to success is self-confidence. A key to self-confidence is preparation.” You need to prepare for the possibility of rejection and setback.

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Why?

Everybody suffers rejection and setback at one point or another. You are not exempted. The question on your mind, therefore, should not be if you will be rejected, but how you will handle rejection when it comes.

Prepare yourself adequately in every situation to minimize the risk and effect of rejection and so that your confidence is not broken. For example, learn public speaking and rehearse what you are going to say beforehand if you have landed a public speaking engagement. That way, you are sure of yourself and confident you have what it takes to hack it. If you are rejected, don’t take it personally.

Rejection and setbacks happen to the best of us. Take it as a learning experience. Learn from your mistakes and move on.

11. Face uncomfortable situations square in the face.

Don’t run away from uncomfortable situations. Running away from people or situations because you feel scared, shy or timid only confirms and reinforces your shyness. Instead, face the situation that makes you uneasy square in the face. For example, go ahead and talk to that person you are afraid to approach, or go straight to the front of your yoga class! What’s the worst that can happen?

Prepare and be ready for any eventuality. The more you face your fears, the more you realize you are stronger than you thought and the more confident you get. This simple, yet admittedly courageous, act makes you unstoppable. You get comfortable being uncomfortable and begin to feel like you can take on the world. And that is the hallmark of someone destined for great things.

12. Sit up straight and walk tall—you are awesome!

Yes, sit up straight and believe you are awesome. Don’t slump in your chair or slouch your shoulders. Experts say the right stance can not only keep your self-esteem and mood lifted, but also lead to more confidence in your own thoughts.[4]

The way to sit is to open up your chest and keep your head level so that you look and feel poised and assured. And when you get up, stand tall and walk like you’re on a mission. People who sit up straight and walk tall are more attractive and instantly feel more confident. Try it now: you’ll feel fierce and confident just by sitting up straight and walking tall.

Featured photo credit: Freshh Connection via unsplash.com

Reference

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