When you’re dealing with anyone other than yourself, communication is one of the most crucial skills. It helps you understand your team and be understood better. Ultimately, effective communication in the workplace streamlines processes and strengthens the entire group.
Poor communication can cost you time, money, and energy.
To illustrate this, let me tell you a funny story about a big communication blunder.
Back in 1999, Schweppes was on top of the world. Their drinks were loved worldwide, whether sipped solo or mixed into fancy cocktails. So, they decided to expand into a new market— exciting stuff, right?
So, after many conversations, a big decision was made. The marketing team was tasked with launching the beverage in a brand-new international market. Exciting, right?
The marketing team was all in, buzzing with ideas to launch Schweppes in Italy. But in the midst of all the excitement and planning, they overlooked a tiny detail…
They used an online translator for ‘Schweppes Tonic Water,’ and oops, it got mistranslated as ‘Schweppes Toilet Water’!
Can you imagine the horror?
It was a costly mistake, both in terms of money and reputation. No one wants to buy a refreshing drink with a name like ‘toilet water’!
They had to do some serious damage control to rebuild trust and fix their brand image.
Lesson To Be Learnt
Communication can make or break a business. It must have taken A LOT for Schweppes to finally be accepted in the Italian market.
When it comes to communication in the workplace, you want to make sure that you’re on the same page as your team, all the time.
Of course, mistakes will happen here and there. But you want to minimise them as much as possible.
As a business owner, effective communication is a skill you must perfect. You must read books, research, and take courses to make sure that your a top notch communicator.
Here are five tips to make sure you communicate effectively at work:
- Understand the Subject Matter Yourself
- Be Clear and Direct
- Foster Two-way Communication
- Embrace the Uniqueness of Each Employee
- Use the Right Team Communication Tools
Let’s get into it…
Understand the Subject Matter Yourself
A famous Albert Einstein quote states, “If you can’t explain it simply, you don’t understand it well enough.”
While it might seem a bit harsh, it’s 100% true!
You can’t communicate properly if you don’t know EXACTLY what you are talking about.
Take the time to grasp the subject matter yourself. Whether it’s a new project or company policy, make sure you know the 4Ws and 1H – Who, where, what, when, and how.
Here are two things that can help with this:
Proper Research
To understand better, you need to do your research. There are lots of free resources in so many different forms, like books, videos, and even online courses.
Whatever you’re trying to communicate, you can be sure you’ll find relevant stuff to help you progress.
So get down to it, and make sure you narrow in on the topic before presenting it to your team.
Of course, you can’t be an expert at everything, but the only way to explain in a way that people understand is to have a very good overview of the issue.
Break Down Complex Concepts
Communicating something complex to your team can be overwhelming for both of you. So, the best approach is to break it down into simple terms that anybody can understand.
Use analogies, examples, and visual aids to illustrate key points. Be sure to ask the team if they have understood what you are saying and its importance to pass your points as effectively as possible.
2. Be Clear and Direct
The human attention span has decreased remarkably over the last few years, down to 8.25 seconds.
Have you ever heard someone speak for so long that at the end of it, you feel like their message is diluted? You struggle to see the main point of their story and understand what they mean.
It’s sad because, essentially, it’s a waste of both of your times.
If you want to communicate clearly and effectively, you need to be as concise as possible. Leave no room for ambiguity.
In this TED Talk, The Art of Effective Communication, Marcus Alexander says that the best way to do this is to take out the emotions and make it short:
Take out the Emotions
Emotions distort the intended message. They divert the attention from the message you’re trying to convey and add bias. They are also open to a lot of misinterpretation.
Your communication needs to be as objective as possible to enhance focus and make sure your message is passed accordingly.
Make it Short
Short messages are much more memorable and effective than long ones. They also encourage much more interaction, an essential aspect of effective communication.
That’s why TED Talks are so popular. In an average of 15 minutes, a powerful message is passed across and helps thousands of people worldwide.
So, if you want your audience to listen, make it short.
3. Foster Two-way Communication
Communication does not happen in isolation. You have to factor in the people that you are speaking to and how they are receiving your message.
Otherwise, you might as well be speaking to yourself.
As a leader, you must make sure that communication is two-way by giving the other party a chance to speak. The best way to make sure that your message has been passed across is to ask the recipients to relay it back to you.
Here are two ways to foster two-way conversation:
Active Listening
You need to give the recipient(s) a chance to speak, and sometimes that might mean pausing and intentionally giving them that time.
When they are speaking, you should stop everything and pay full attention to what they’re saying. No phones or any other distractions. Just you listening to what they have to say and internalising it. Listen to understand, not to reply.
Ask Open-Ended Questions
Another fantastic way to ensure communication is two-way is to ask questions requiring them to share their opinions. Refrain from ‘yes/no’ questions so that they can elaborate on their points and share what they truly feel.
This also helps you to understand whether they understood what you are saying properly, and therefore leading to effective communication.
4. Embrace the Uniqueness of Your Team
We can’t all be the same. Some people are more receptive to feedback and direct communication than others. It’s the reality of life.
And when it comes to the workplace, things are no different. If you want to be an effective communicator, you also need to understand your team and how they like to be managed.
Some people prefer to be micromanaged, while others prefer someone holding their hand every step.
Here’s how you can get to know your team a little better:
Team-Building Activities
Having social activities with your team is the best way to get to know them. It will help them to let loose and know each other on a more personal level.
You can easily observe their strengths and weaknesses, making it easier to know how to deal with them in the workplace.
Even remote teams can have socials. At Outside ideas, for example, we come together once a month to hang out and have fun online.
Personality Tests
Another fantastic way to understand people better is through personality tests. They give you so much gold about a person, including their workplace habits.
There are lots of different online tests, like the 16 Personalities Test or the Color Personality Test.
Each of these will tell you a lot about a person and make communication in the workplace more seamless than ever!
5. Use the Right Team Communication Tools
If you’re having communication problems at work, ask yourself if the communication tools you have are effective in the first place. You could conduct a ‘communication tools audit.’
Ask yourself:
- What tools do we use to communicate?
- What are the pros and cons of each?
- How can we make it better?
Make sure to involve your team in this process, so everyone has an input in the process.
At Outside ideas, we use Whatsapp, Gmail, and our virtual workspace, Gather. These three allow us to communicate and build relationships.
Here are two tips to make sure you find the right team communication tools:
Look for Recommendations and References
Ask around and do your research about the best communication tools. Look into them and find what works for you. Make sure you involve the team and hear their thoughts throughout the process so that they’re all on board when you implement them.
Monitor and Iterate
Like anything else, you’ll need to monitor its performance. Solicit feedback from your team members and make adjustments as necessary.
With technology improvements every day, you’ll find the right tools for effective communication in the workplace.
Our Summary for Effective Communication in the Workplace
Effective communication isn’t just about talking — it’s about truly connecting with your colleagues, sharing ideas, and working together like a well-oiled machine.
By prioritising clear and concise communication, fostering a positive tone, and nurturing a culture of open dialogue, teams can strengthen their connections, boost productivity, and cultivate a supportive work environment.
In conclusion, here are five tips for effective communication at work:
- Understand the Subject Matter Yourself
- Be Clear and Direct
- Foster Two-way Communication
- Embrace the Uniqueness of Each Employee
- Use the Right Team Communication Tools
A good place to start would be to talk to your business friends about what tools they have for effective communication in the workplace.
We’re always available to speak to you about this or any other business-related topic. If you would like to speak to us or even tour our virtual workspace, book a call here, and we’ll get you sorted.
