Effective communication is the foundation of successful organizations and human relationships. Leaders need to articulate their vision so that managers and teams can work toward the organization’s mission and goals, and team members must express ideas clearly and listen actively to prevent misunderstandings and foster collaboration.
What Is Effective Communication?
Effective communication is the clear and useful exchange of ideas and information between multiple parties. When thoughts are communicated effectively, both the communicator and the receiver understand the communication’s purpose and are satisfied with the outcome of the exchange.
Since each person brings different experiences and perspectives to the table, communication in the workplace can be complicated. In this article, we offer several tips you can use to improve your communication skills, collaborate more effectively and grow as a professional.
12 Tips for Effective Communication in the Workplace
1. Think About Your Audience and Format
When you plan a conversation, think carefully about who should be involved and how that conversation should take place. Loop in relevant stakeholders and consider if it’s a topic that requires real-time discussion. Your coworkers will appreciate you knowing when the occasion calls for a meeting, a one-on-one conversation or an email.
Scheduling lots of meetings is a telltale sign that you’re “compensating for ineffective communication,” Kat Judd, chief people officer at workplace collaboration platform Lucid Software, told Built In. Communicating effectively saves time that would otherwise be spent on unnecessary meetings.
2. Accommodate Different Communication Styles
Learn how your colleagues communicate — their style, format and frequency — and adapt accordingly. If an employee tells you they find it easier to refer back to emails instead of Slack messages, respect their preferences.
“I think the key is to understand how team members prefer to collaborate and communicate so you can best leverage the team’s strengths — and not limiting or favoring a certain group,” Judd said.
3. Be Clear and Concise
Be as straightforward as possible in your communication, leaving little room for ambiguity or misinterpretation. Avoid vague statements and aim for more specific details, including examples when necessary. Being direct doesn’t mean being rude or stubborn, though. You should still leave room for questions and suggestions after making your point.
4. Practice Active Listening
Practice active listening during conversations. Fully engage with what another person is saying by withholding judgment, summarizing the speaker’s thoughts and asking follow-up questions. When employees feel heard, they are more likely to trust you with important feedback and feel engaged at work.
5. Be Open and Honest
Be transparent with your coworkers. That includes good news, bad news and the rationale for how decisions are made. Transparent leadership builds trust with employees and makes them feel like a valued partner of the organization.
“A great rule of thumb is to ask, ‘If I told them everything I know, would they still agree with me?’” leadership coach Michael Gerharz told Built In. “Ultimately, it means to stop persuading your teammates and start resonating with what matters to all of you so that you can work toward a common goal.”
6. Facilitate Two-Way Communication
Talk with, not at, your coworkers. Value what others think about any given topic, and encourage them to ask any questions they might have. Whether it’s a one-on-one conversation or a meeting, make time for questions, comments and concerns during every discussion.
“You can’t always change the trajectory of an organization,” Brittany Barhite, vice president of communications and brand experience at workplace communication platform Firstup, told Built In. “But you can listen and say, ‘I hear you. Here’s what I can do. Here’s what I can’t do.’”
7. Promote Team Building
Non-work conversations and activities can help teams feel more comfortable with each other, improving communication and collaboration. Ask ice-breaker questions, play group games or organize social events to facilitate team building.
“Well-bonded teams tend to work better together and more cohesively,” Caitlin Wehniainen, owner of staffing firm On Cue Hire, told Built In. “They are more likely to be understanding when mistakes occur and more supportive when celebrating successes.”
8. Show Appreciation
If you’re a leader, take time to recognize employees who go above and beyond. Some employees might appreciate a public shout-out at a companywide meeting, while others might prefer something more discreet, like a personal email. When employees see that their hard work is recognized, they feel more engaged with their work and connected with their team.
9. Have One-on-One Conversations
Schedule one-on-one conversations with direct reports once a week. These meetings give you time to talk about deeper issues that employees probably won’t raise in casual office conversations or group meetings. Create a shared agenda where both parties can contribute conversation topics. That way, your reports are encouraged to talk about what they want — not just what you want.
“Leaders should take the time to ask questions like ‘How are you?’ or ‘Is there anything I can do to help you?’ and then leave pauses that can open the door for more authentic communications,” Barhite said.
10. Offer and Receive Feedback
If you’re a manager, make a habit of welcoming input and offering constructive criticism. While negative feedback might be interpreted as rude, Oren Margolis, an executive coach at Pinetree & Palm Consulting, told Built In it’s actually more compassionate than withholding information that could help an employee become a better professional. In fact, a Pew Research Center survey found that workers who receive regular feedback have a better relationship with their supervisor.
11. Practice Emotional Intelligence
Take time to recognize your emotions, read others’ emotions and use that awareness to inform your communication style. Reflect on how you can practice empathy, self-awareness and the ability to regulate your emotions. A leader who strives for emotional intelligence will have healthier relationships, happier employees and more impactful communications.
12. Use Body Language and Nonverbal Cues
Remain aware of your body language during conversations. Make sure your gestures, facial expressions and tone accurately reflect your emotions and thoughts. Saying one thing but communicating something else through nonverbal cues may muddle your message and lead to misunderstandings.
Why Communication in the Workplace Is Important
According to a 2024 study by Grammarly, environments with effective communication have more productive and satisfied employees — and better team relationships. This is especially important in hybrid and remote work environments, where employees rely more on text-based communication.
By contrast, poor communication is often what plagues low-performing teams. In a 2024 survey by Lucid Software, 75 percent of workers polled said either ineffective communication or collaboration is a barrier to innovation in their organization.
Despite this, effective communication is something many leaders and organizations fail to work on or invest in.
“Communication is crucial,” Barhite said. “We sometimes take it for granted because we communicate every day, but that doesn’t mean you’re good at it.”
Benefits of Effective Workplace Communication
Increased Productivity
According to a 2024 ClickUp report, fragmented communication can be a major obstacle to productivity, with just 26 percent of low-performing teams saying they work collaboratively. When leaders and managers communicate effectively, teams align on a shared vision and avoid being slowed down by misunderstandings. Each employee understands what they need to do and is able to work collaboratively to help the company reach its goals.
“If you have departments that are running in silos or opinions that are diverging from one another,” Margolis said, “you’re going to have a super fragmented and unproductive workforce.”
Fewer Conflicts
A 2024 workplace conflict report by the Workplace Peace Institute found that 55 percent of respondents claimed destructive communication patterns were the main driver of conflicts. Effective communication skills can help employees understand each others’ perspectives and reach a mutually agreeable solution, resolving misunderstandings that could lead to workplace conflicts.
Higher Employee Engagement
According to Gallup global metrics, the number of employees who feel their company’s mission makes their jobs feel important has plummeted, contributing to a plateau in employee engagement. When employees know how their work connects to a higher purpose in the organization, they feel more motivated and engaged in their work, leading to higher employee retention, productivity and customer satisfaction.
“If you don’t know why you’re doing what you’re doing, it generally results in a lack of trust, a lack of motivation and a lack of understanding,” Margolis said. “We’re motivated when we understand the bigger picture that we’re striving for.”
Contributes to Positive Company Culture
Communication is at the heart of a positive company culture. For example, more effectively communicating employee recognition can increase productivity while reducing safety incidents and absenteeism, according to a 2023 Gallup survey. When employees feel seen and heard, they have the psychological safety to share honest feedback and innovative ideas. They feel like they belong and are more likely to stay and make the company a great place to work for future employees.
Effection Communication in Different Types of Workplaces
Companies using non-traditional work models must adapt their communication strategies accordingly. Here are a few tips for employees to effectively communicate within hybrid, remote and distributed teams.
Hybrid Workplace Communication
- Use project management tools to help teammates manage tasks and workflows.
- Hold occasional in-person team meetings and activities, so employees can become more comfortable around each other.
- Provide an accessible method for all employees to keep up with company happenings, like company-wide meetings or an organizational newsletter.
Remote Workplace Communication
- Use messaging apps to maintain open lines of communication.
- Meet with each team member one-on-one at least once a week to provide a regular space for addressing lingering questions or concerns.
- Hold virtual team activities to give remote employees time to get to know each other in a more casual context.
Distributed Workplace Communication
- Schedule team meetings within regular work hours for employees across all time zones.
- Prioritize asynchronous communication with meeting recordings, messaging platforms and company policy documents.
- Hold cultural sensitivity training for internationally distributed teams to address cultural and linguistic differences.
Barriers to Effective Communication
Many obstacles can get in the way of effective communication, depending on the situation and workplace model. These are some of the most common challenges to watch out for:
- Different communication styles: Two employees may have distinct communication styles, requiring them to adjust their approaches.
- Physical distance: Remote work means less in-person communication, so teams need to use video platforms, messaging apps and other tools to stay in touch.
- Power dynamics: Employees may lack trust in leadership and feel uncomfortable bringing up issues, stifling the flow of ideas.
- Organizational structure: Companies may become too large or be set up in a way that makes it harder for employees to communicate within and across teams.
- Information overload: Remote-heavy teams may face too many meetings and messages, suffering from issues like Zoom fatigue.
- Cultural differences: International teams may need to navigate different languages, mannerisms and customs.
- Wrong communication channels: A communication channel may fail to meet the needs of team members or a company’s particular work model.
- Personal emotions: Workplace conflicts, introverted tendencies, stress and other emotional barriers may impact individuals’ ability to communicate.
Frequently Asked Questions
Why is communication important in the workplace?
Communication is important because it can help align teams around a shared goal. It’s also critical for collaboration, as effective communication is needed to coordinate efforts, share ideas, build relationships and prevent misunderstandings.
How to improve communication in the workplace?
To communicate effectively, leaders should think about the format and audience of their message. They should also be clear and concise, practice active listening, be transparent, have one-on-one conversations, show appreciation and offer and receive feedback.
