Stop typing and start talking: Improve communication at work

Throughout my career, I have been lucky enough to work with some of the best business leaders. Their technical and strategic skills may have been key to their rise within an organization. However, I believe it’s their excellent communication skills that have enabled them to deliver and reach the pinnacle of their careers. 

Why is workplace communication so important?

The wheels of business are oiled by effective communication and leaders must set the standard through their own actions. Promoting a working environment that thrives on open and effective communication is key to success. 

While the internet has opened a new realm of possibilities for connecting with people across the globe at any time, there are inherent factors in online communication that limit its ability to promote the same levels of satisfaction as traditional face-to-face communication. According to Psychminds.com, the art of conversation isn’t dead. In fact, direct communication is still the most revered and reliable way of conducting business.  

Unfortunately, we’ve become reliant on convenience and short-cuts. Our attention spans haven’t dropped; our options have simply grown. 

What impact has technology had on developing good communication skills? 

I am a strong advocate of technology and all the advantages it brings to business. But in today’s fast-paced and technologically driven world, we are not appreciating traditional types of communications skills. Some organizations are ignoring face-to-face interactions and the art of listening altogether. Most of us would rather email a colleague sitting two desks away than take the time to talk to them in person. 

Here are three ways that you can foster a more collaborative, and ultimately successful, workplace environment: 

1. To communicate effectively, leave your office and walk the floor

More than 205 billion emails are sent globally every day. It’s easy to rely on screens, rather than engaging with a colleague, supplier or client face-to-face or over the phone. In this instance, management should lead from the front. Leaders need to: 

• ● Leave the confines of their offices and walk the floor.
• ● Be open to discussing issues with staff face-to-face.
• ● Drop into the office canteen and join a team for lunch.

Employees need to see the value in face-to-face dialogue and be encouraged to tackle issues in person. This approach is a far cry from endless back-and-forth emails that consume time and drain productivity. 

Encourage internal communication away from desks

No business became successful because their teams were tied to their desks all day. But even with the best intentions, it can sometimes be hard to get people to step away from their to-do lists. Business leaders should encourage their team members to break away - suggest spending some time discussing the latest project or strategy.

I find that half-day workshops, or organizing brainstorms in different locations, fosters much better communication between colleagues. These fluent exchanges are the best methods of separating the strong suggestions from the weak. Colleagues can quickly identify flaws or reinforce strengths without getting caught up in periodical, long-winded email threads.

2. Instill a company culture of confidence and encourage idea sharing

In previous roles, I’ve seen the negative impact of colleagues who shut down ideas before they had a chance to explain them fully. Some professionals are intent on pursuing their own agenda, no matter what the discussion. Building a culture where employees feel confident to put forward ideas is important. You must encourage your team, both during in-person meetings or conference calls. 

Business leaders should set an example by running meetings effectively and fostering an 'open door' culture. Encourage open communication and sharing at all levels. 

Try the ‘Yes, and’ approach to combat poor communication 

As a leader, you are integral to establishing a confident atmosphere that encourages idea exchange. I am a firm believer in the ‘Yes, and’ approach. This style of communication involves building on a team member’s idea. You can also use this tactic to suggest an alternative solution. Importantly, ‘Yes, and’ avoids simply shutting down proposals. 

One way you can benefit from open, reciprocal meetings is by leaving your smartphones outside. Prevent distractions within the meeting room itself, focus on direct conversations and active listening. 

3. Listening is the key to communication in the workplace 

A frequent mistake in management is thinking that effective communication means you need to say something. As a leader it’s vital to set out an inspiring vision which resonates with your employees. You should aim to strengthen every team member’s commitment to your organization. 

In my view it’s just as important to ensure that you take time to listen to your employees. You should also encourage others to do the same. Marc Burrage reinforces this point in his blog, 'How to improve communication skills in 10 steps'. 

Add active listening to your effective communication tools

It may sound like a subtle difference but focus on actively listening rather than simply hearing someone. Use visual cues and body language to show that you are listening. This small change will make a difference to the way you communicate. Being known as a great listener within your organization is one of the greatest attributes you can earn. 

By building up your reputation as a good listener you’ll become a first port of call for all concerns or queries. This reputation is an important facet of your role as leader. 

Open communication channels on a large scale

I find that setting up and running town hall meetings works well. I use these meetings to set out the latest strategy and vision. These sessions also provide teams with the opportunity to have their say and offer input. 

Bringing strong communication strategies together

I strongly believe there is value in face-to-face communication. Encouraging effective communication within your company will have a tangible effect on your employees’ performances. In turn encouraging them to tackle matters directly and more productively. 

As a leader, it's your responsibility to create and nurture this open, confident and productive environment: 

• Show vocal appreciation for hard work instead of sending a quick 'well done' email. 
• When proposing your own strategy, encourage your team to volunteer suggestions. 
• Foster an atmosphere where ideas flow freely - between staff and from you. 

You can’t learn these skills at a business school or by doing an online course. But, by getting them right, you’ll make a huge difference to your organization's bottom line. Make sure you are leading from the front. If your office is silent, you may want to make some noise.