Effective communication is the cornerstone of a productive workplace. When managers are able to communicate their goals and expectations to their employees, the work is so much smoother and less stressful. In fact, according to the ACHIEVE Center for Leadership, miscommunication at work can lead to added anxiety and potential outbursts. So the need to communicate effectively is an essential part of a manager’s duties. 

But…this is a lot easier said than done. Interpersonal communication does not come easily to everyone. Having practical steps to make workplace conversations more successful should be a priority for any manager. So in honor of Effective Communication Month, we’re dishing out five practical, easy-to-follow strategies that will help you communicate better with your team. 

Let’s start things off with the most important communication tool—your ears. 

Open Your Ears with Active Listening 

Listening is the single most important element of effective communication. If you’re not listening, you’re not opening the lines of communication to flow through your office. 

Active listening requires paying attention to the information and who is providing it. It also typically involves holding your own thoughts and focusing on leading questions to prompt further discussion and gain deeper understanding of the situation. The vast majority of miscommunication could be solved with active listening. 

With our rushed schedules, it can be easy to zone out during a meeting. Or you may experience the opposite, jumping in a little too often when you’re passionate about the project you’re leading. Engaging in active listening allows the speaker to feel heard and validated. Then the information doesn’t require repeating or intensive follow-up for further detail. 

Active listening includes verbal and non-verbal cues, including eye contact, nods, verbal conformations, and clarifying questions. When this becomes an active (pun intended) part of your everyday workplace, communication improves quickly. So not only can you set the example as a manager, but you can also explicitly train and encourage team members to follow suit. 

Don’t Be Afraid of Feedback 

Part of communication is to create an environment where feedback is welcomed and encouraged. Employee feedback is one of the most important tools a manager can have. It not only improves your leadership capabilities, but has the potential to make your team feel more valued. Then they’re much more likely to contribute to a positive company culture. 

Fear of feedback is a missed opportunity for optimization. As a manager, you have many years of experience behind you. But your team could have amazing ideas on how to improve systems. Regardless of the type of feedback being given, openness to it only serves to improve office communication. 

Listen to what your team has to say, even if it is somewhat critical. The more you make your office a place where everyone feels their ideas are valued, the more effective your communication will be. 

Be as Clear and Concise as Possible 

Clear and concise communication is a vital component of workplace success. Being vague or indecisive is a surefire way to make things confusing. That type of working environment leads to miscommunication, which leads to inefficiency, stress, and a whole host of other issues. The question is: How can you be sure you’re being clear enough? 

It starts with planning how you’re going to share information. Boil down your ideas to their essence and express yourself with language that’s as tight as possible. This also leaves room for discussion or further questions. 

It’s the difference between: “We need to streamline our resupply process to save on time and costs.” vs. “I’m thinking we should try and find some kind of way to tally things up differently as we go along so we’re not running into so much waste.” Which version is easier to understand? The clarity of a statement is a big part of what makes it understandable. 

So if you’ve got a big meeting coming up or an important announcement to make, take the time to get all the key points prepared. The more information you’re able to clearly get across, the less likely you will be to repeat yourself. (Or to find yourself defending your ideas.) Once your team understands what you’re after, communication will improve dramatically. 

Tap into Emotional Intelligence 

Emotions play a significant role in communication and decision-making. According to VeryWell: “Emotional intelligence is the ability to perceive, interpret, demonstrate, control, evaluate, and use emotions to communicate with and relate to others effectively and constructively.” 

That’s why top managers are often tuned into the emotional state of their teams and themselves. Having this awareness helps foster a more cohesive and communicative team. 

If you’re aware of your own limits and strengths as a manager and are able to identify the emotions of others, you’re well on your way to leveraging emotional intelligence. Once you have a handle on the emotional state of your team, you will be better able to communicate with them. 

Prioritize Face-to-Face Communication 

It should go without saying that none of this can be expressed over emails or texts. Even Zoom, to a certain extent, limits our ability to communicate, especially if there are multiple people on a call. As we continue to recover from the remoteness of the pandemic, face-to-face communication becomes more important than ever. 

Everything we’ve listed, from active listening to emotional intelligence, is best engaged face-to-face. You can read someone much better when you’re in a room with them than you can over an email. Maintaining eye contact, laughing, and asking questions are all hallmarks of effective conversation. Plus, no one will feel more valued and appreciated than if you tell them in person. 

Masiello Employment Services is in the business of building teams ready to lean into these kinds of strengths. When we match a candidate to a job, we do it because we understand their needs and the needs of the company. If you’re ready to take the next step in your career journey, give us a call at 603 358 1000 or visit our offices in Keene, NH. Can’t wait to talk with you!