So, how do you foster good communication techniques in the workplace? Are there different abilities to emphasize based on your function or title, and where should you begin?
Consider the top communication tactics listed below as a model for your own professional development, and then observe the power they provide for enhanced work processes and project management.
Choose your channels carefully
The first and most efficient strategy to increase workplace communication is to make wise use of today’s numerous communication channels.
Match your media to your message based on timing and needs. The more serious the situation, the more likely it is that real-time communication links will be required.
Relay complex or critical ideas directly, preferably in person or over the phone.
Use email for communication that necessitates documentation or for tasks and inquiries that can be handled swiftly in a few simple phrases.
Use chat boxes and instant messaging for casual talks or subjects.
Exercise active listening
Active listening is critical to a shared sense of “excellent” discourse. Active listeners aren’t drawn into talks only to hear their own voice. They listen to absorb and digest the whole meaning and ramifications of the conversation around them, then respond by meeting others where they are.
Make a note of what you hear to verify that all parties are on the same page and comprehend the same things.
Maintain your whole attention on the person or individuals speaking — no texting, emailing, or other side work.
To convey that someone has your entire attention, use confirming body language such as steady eye contact, head nods, and arm movements.
Use code shifting
Code shifting helps you to match your message to its audience, effectively transmitting thoughts and ideas. Skilled code shifters create face-to-face encounters, emails, chat messages, presentations, reports, and other materials to connect with a specific audience, whether that audience is a boss, a colleague, a client, or an external business vendor.
For example, the tone of an email sent to your immediate boss will most likely differ from that sent to a new client, which will differ from that sent to your work buddy three desks away. And that’s fine! According to studies, code shifting is an ultra-strategic communication method that actually enhances a person’s reputation and office relationships rather than harms them.
If in doubt, plan it out
Any professional development project necessitates work. What better way to keep that promise than to allocate time in your work calendar exclusively for communication skill development?
Sharpen your written communication skills through books or courses, and engage in tasks that require you to create clear, concise briefs, presentations, emails, and other documents. Allow a trusted teammate to review them.
Schedule more one-on-one or small-group meetings, or call someone with a question instead of sending that usual chat message.
Improve your digital communications by scheduling time for chat conversations, utilising online work communications portals, and employing code shifting methods in your emails.
Industry’s best communication practices and skills
Every sector relies on effective workplace communication to function. However, communication skills, demands, and technologies will differ, with the following industries acting as notable examples:
Information technology workplace communication
IT departments are responsible for a variety of mission-critical sectors. From network security and code authoring to developing secure work platforms and storing up critical corporate data, their daily operations necessitate specialized communication improvements:
Balancing people-oriented and task-oriented communications, ensuring that the analytical, task-directed communication style common in IT does not devalue the human.
Breaking down technical jargon and industry terminology into plain English that anyone outside of IT can comprehend.
The link between project management and good workplace communication
Strong project management and strong workplace communication go hand in hand. Better project management is aided by effective communication. Similarly, changes in project management will improve an organization’s general communication procedures.
A more clearly defined project lifetime. A project lifecycle is a step-by-step plan for seeing a project through from start to finish. Better workplace communication contributes to longer project lifecycles. It enables businesses to proactively discover and engage important project stakeholders, seamlessly route project tasks and activities, track project performance, and collaborate on critical project elements.
A more fluid completion pipeline. Projects are completed in shorter, more efficient workflow processes. Managers, employees, and peers all know who to turn to, when to turn to them, and why. Furthermore, they have the means to communicate easily in place.
Project capabilities have been expanded. Good workplace communication enables teams to function like well-oiled machines. Employees who understand their daily duties are more likely to deliver consistent, value-added work while feeling encouraged. This winning combination eventually means that more institutional goals can be met, with excellent communication employed to demonstrate how important personnel were in the first place.