“Since communication requires effort, it should always have a purpose.”

The Tongue and the Quill

Want to learn how to communicate effectively at work? The Tongue and Quill, a book created by and for the US Air Force, says that “Any communication can be broken into three parts.” There is “the sender, the message and the audience.” For successful communication, your audience must not just get the message but interpret it how you intended.

Proper workplace communication is essential. Why is communication important in the workplace? Effective communication at work contributes to:

• A safe and happy office culture.
• Efficiency.
• Creative brainstorming.
• Stellar strategizing.
• Satisfied customers.
• Exceeding project goals.
• New ideas.
• More business.

Office communication is important on many levels. Effective communication skills at work help build better relationships and ensure more desirable products and services.

What is effective communication in the workplace?

Let’s go over some good communication techniques.

Sender, Message, Audience, Medium

Sender

Don’t bother conveying a message if you have no strategy; in other words, think before you speak. To practice good communication skills, ask yourself these questions first. What should the tone of your message sound like? Are you speaking on behalf of your organization or yourself? Is this a casual message or a serious message? Is it an objective message or an opinionated message? Is it a respectful message?

Message

Now, does the message you are about to pass along make sense? Does it convey your point properly? Is it backed by facts and figures? Does it command attention?

Audience

Consider your audience when learning how to communicate better. Facts of life; you must speak differently to different people. Would you tell your children the same joke as a drinking buddy? Would you speak to your boss the same way as a friend or family member? Would you talk to a client the same way as a coworker?

Our communications change by person; we don’t address all our friends the same nor do we address all professional relationships the same. All of us are different; before communicating with someone else, get to know them, so you can find a way to relate your material. Ask questions and then offer calculated responses.

If you are addressing a group, the number one rule for good communication is to be conscientious and professional. For professional communication, when in doubt, play it safe. Use more generalized icebreakers to let others express their individuality to one another.

Medium

Lastly, how are you relaying your communication? Are you speaking with someone face to face, sending an email, a text, calling someone on the phone, video chat, a letter, or card?

There are so many ways to communicate. Messages will be directed in different ways based on your mode of communication. For instance, people typically start and end a formal email like a letter with an introductory greeting, like Dear or Hello, and a sign-off, like Sincerely or Best Regards. However, you would not typically send a text in the same format. Text messages are short and to the point and often more casual. But, if you are using a written or typed form of communication, always remember to do a spell check and grammar check. While casual texts among friends may include abbreviations, emojis, or memes, professional texts should still uphold a certain level of decorum.

Professional Communication Scenarios

Employee to employee

Inclusivity is key. Respect is necessary.

Address someone the way they want to be addressed. Use proper pronouns. Be mindful of someone’s beliefs. Doesn’t discriminate against age, gender, sexual orientation, race, or religion.

Use compliments that cannot be misconstrued as something more, such as congratulating someone on a job well done. If you need to offer criticism, do it constructively; offer a compliment and then a suggestion.

If you are trying to teach someone something, see which way they learn best – visual, auditory, etc.

Make sure you are clear, concise, and prompt with your questions and answers. Ensure that your coworker has received and understood the message, but don’t hound someone!

Employee to boss

We all have different relationships with our supervisors, and some may even be friends or family. However, let us remember that the dynamic still exists. While you should never let a superior disrespect you; you still need to acknowledge that there is a hierarchy in place. You may not agree with everything your boss asks of you. In those cases, if it is appropriate to offer an alternative suggestion, then do so. If not, it is best to try and perform those duties as long as they do not violate laws, your moral code, or central beliefs. If you are faced with that situation, try talking to your boss first before taking other actions. If that does not work, speak to your HR representative.

In a perfect world, the roles within your office were put in place based on years of experience, schooling, and how specialized each position is. Sometimes inexperienced managers slip through the cracks and take the reins; you still have to remember that respect needs to be shown. Remember, your job is on the line.

If you are concerned for your well-being or the well-being of your organization under current management, reach out to a superior, human resources, or corporate.

Boss to employee

Just as an employee should have respect for their boss, a boss should have respect for their employee. Be a mentor to your employees; teach them respect for each other, themselves, and your organization.

Try to be transparent with your employees.

Encourage continuing education and advancement and help them to take the right steps. Share your knowledge; be friendly but be a leader. Allow your employees to weigh in. Don’t micromanage. Know that everyone has specialized skills that may exceed yours and allow them to do their jobs to ensure your company is a well-oiled machine.

Provide a work-life balance.

Explain your decisions so that everyone understands the strategy. While you are a superior, your employees are not children; everyone’s ideas matter and will help to build a better business. Some companies today even offer full pay transparency with detailed explanations for how and why to eliminate unfair biases and practices.

Company to customer

Your customers are the lifeblood of your company. Customers want their wants and needs met. They want to be seen as individual people and not numbers. They want to be engaged, excited, and safe. They want prompt resolutions to problems. They want companies that stand by their products and services and do what is right, not just professionally but socially and civilly. Ultimately, customers want respect just like you.

Company to Competitor

Keep your fiends close and your competitors closer. Being cordial with competitors can actually lead to more business; you can share market trends, collaborate on products and services, and send each other customers if you and your competitor offer different things in the same niche.

Company to Vendors

Doing business with another business to keep your business running? Offer perks, reach out, and show that you appreciate their services. Communicate often to assess your relationship and see if there are ways to streamline processes or cut prices.

When a relationship is no longer working, don’t be afraid to shop around, but keep it quiet, and never burn a bridge. Don’t be afraid to discuss your frustrations and concerns with your vendors.

At the Office or Zooming

Face-to-face communications are important. A physical presence adds an extra element to your conversation. In this case, what you say is as important as what you don’t say. Make sure you pay attention to your body language and other non-verbal cues; don’t cross your arms or make faces that can be construed as rude, disagreeable, or combative.

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