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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 September 17, 2019

10 Simple Ways To Always Think Positive Thoughts

10 Simple Ways To Always Think Positive Thoughts

Positive thinking can lead to a lot of positive change in your life. Developing an optimistic outlook can be good for both your physical and mental health.

But sometimes, certain situations arise in life that makes it hard to keep a positive outlook. Take steps to make positive thinking become more like your second nature and you’ll reap the biggest benefits.

Here are 10 ways to make thinking positive thoughts easy:

1. Spend Time with Positive People

If you surround yourself with constant complainers, their negativity is likely to rub off on you.

Spend time with positive friends and family members to increase the likelihood that their positive thinking habits will become yours too. It’s hard to be negative when everyone around you is so positive.

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2. Take Responsibility for Your Behavior

When you encounter problems and difficulties in life, don’t play the role of the victim. Acknowledge your role in the situation and take responsibility for your behavior.

Accepting responsibility can help you learn from mistakes and prevent you from blaming others unfairly.

3. Contribute to the Community

One of the best ways to feel good about what you have, is to focus on what you have to give.

Volunteer in some manner and give back to the community. Helping others can give you a new outlook on the world and can assist you with positive thinking.

4. Read Positive and Inspirational Materials

Spend time each day reading something that encourages positive thinking. Read the Bible, spiritual material, or inspirational quotes to help you focus on what’s important to you in life. It can be a great way to start and end your day.

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Some recommendations for you:

5. Recognize and Replace Negative Thoughts

You won’t be successful at positive thinking if you’re still plagued by frequent negative thoughts. Learn to recognize and replace thoughts that are overly negative. Often, thoughts that include words like “always” and “never” signal that they aren’t true.

If you find yourself thinking something such as, “I always mess everything up,” replace it with something more realistic such as, “Sometimes I make mistakes but I learn from them.”

There’s no need to make your thoughts unrealistically positive, but instead, make them more realistic.

6. Establish and Work Toward Goals

It’s easier to be positive about problems and setbacks when you have goals that you’re working toward. Goals will give you motivation to overcome those obstacles when you encounter problems along the way. Without clear goals, it’s harder to make decisions and gauge your progress.

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Learn to set SMART goals to help you achieve more.

7. Consider the Consequences of Negativity

Spend some time thinking about the consequences of negative thinking. Often, it can become a self-fulfilling prophecy.

For example, a person who thinks, “I probably won’t get this job interview,” may put less effort into the interview. As a result, he may decrease his chances of getting the job.

Create a list of all the ways negative thinking impacts your life. It likely influences your behavior, your relationships, and your feelings. Then, create a list of the ways in which positive thinking could be beneficial.

8. Offer Compliments to Others

Look for reasons to compliment others. Be genuine in your praise and compliments, but offer it frequently. This will help you look for the good in other people.

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9. Create a Daily Gratitude List

If you start keeping a daily gratitude list, you’ll start noticing exactly how much you have to be thankful for. This can help you focus on the positive in your life instead of thinking about all the bad things that have happened in the day.

Getting in the habit of showing an attitude of gratitude makes positive thinking more of a habit. Here’re 40 Simple Ways To Practice Gratitude.

10. Practice Self-Care

Take good care of yourself and you’ll be more equipped to think positively.

Get plenty of rest and exercise and practice managing your stress well. Taking care of your physical and mental health will provide you with more energy to focus on positive thinking.

Learn about these 30 Self-Care Habits for a Strong and Healthy Mind, Body and Spirit.

More About Staying Positive

Featured photo credit: DESIGNECOLOGIST via unsplash.com

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