8 Ways to Improve Communication with Your Work Colleagues

Are you having a hard time talking to your work colleagues? We communicate each and every day by email, on the phone, or in person. You’d think we’d be experts already. But it’s not always that easy.

Regardless of how much practice we get, there is always room for improvement. Miscommunication in the workplace prevents us from fulfilling our potential and working effectively. Surveys show that companies with employees who communicate well are more productive and experience lower rates of churn.

The workspace should encourage communication and expression. You shouldn’t feel stifled or isolated. There needs to be open channels between colleagues, managers and senior staff. When a culture of communication runs throughout the company, individuals feel more empowered to express themselves and ask for help.

If you’re currently struggling to communicate effectively with your colleagues, don’t worry! You’ve come to the right place.

8 simple ways to improve your communication skills in the workplace:

1.    Get to the point

First and foremost, focus on what’s important. Whatever your main point is, start there. If you need something, ask for it clearly. Be direct and concise. A conversation with a colleague can often meander because you’re afraid of confrontation or rejection. Ultimately, communication will be easier if you are polite and direct.

2. Practice active listening

Communication is a two-way street. If you want someone to listen to you, you also have to listen to them. Make sure you are staying present in conversations and listening to the input of your colleagues. This will enable you to understand their perspective, build on their ideas, and allow the conversation to flow smoothly.

Stop multitasking during important meetings or conversations. Stop thinking about how you’re going to respond. If you’re not sure about a particular point, ask your colleague to clarify. This will save you time, and your colleague will appreciate your interest.

3. Understand your personal communication style

Know thyself! The ancient maxim is still true today. A great way to improve your communication is by understanding your own communication preferences. What kind of language do you use? What about your body language? Are you an eye-roller? Do you insist on including emojis in every thread? Do you speak in acronyms or corporate jargon? Examine your own communication tendencies.

What are your strengths and weaknesses? If you know the aspects of communication that make you anxious or confused, you can start working on them.

If your message isn’t getting across, don’t automatically assume the recipient is at fault. It might be you. If it keeps happening, figure out how you can improve your connection. That’s the key: create a connection. Focus on improving your own communication style so that you can more easily create authentic connections.

4. Respect people’s preferred communication methods/tools

At work, there are often a variety of communication channels: emails, direct messages, phone calls, and in-person conversations. You probably have a preference. And so do other people.

Respect your colleagues’ preferred communication methods and try to engage them where they are most comfortable. This may mean sending an email instead of picking up the phone or vice versa. When we’re comfortable, it is easier to discuss complex topics, have cordial conversations and make efficient progress in the workspace.

5. Pick your moments

Timing is crucial.

Try to be aware of other people’s schedules, responsibilities and personalities. If someone has made a mistake, raise it directly with them, not in public at the team meeting. Similarly, don’t assume everyone is aware of what you’re working on. Something that might seem urgent to you may not be thought about in the same way by your colleague. Everyone has their own urgent issues. Don’t charge at them or send all-CAPS messages. Be patient and wait for the right time.

Most people don’t want to receive all-hours emails and calls. An “always open” work environment wears people down. Have empathy for someone who’s stressed. Learn when to give someone a break. Let the stressful time pass, and then make your request. In most cases, this will be the most efficient and compassionate way to accomplish your task.

6. Build relationships, but stay professional

Your communication skills will naturally improve as you build deeper relationships in the workplace. There’s room to talk about non-work stuff with colleagues. It is natural to want to find common ground with the people we work with. Getting personal at the right times helps us see coworkers as individuals, and it will help you feel more comfortable.

But keep in mind that you’re still at work. Don’t cross professional lines. A team chat channel isn’t Sunday brunch. No one wants to hear about your love life. TMI. Of course, this is easier said than done. It’s easy to cross this line with our business digital tools since they feel and act like our social digital spaces. But remember, they are professional channels for professional communication.

7. Be constructive, not destructive

There will come a time when you have to deliver a difficult message. This is one of the most important times to be clear with your communication. Try to be constructive. If both you and your colleague want the same result, this should be simple.

You should never purposefully embarrass someone or get aggressive. This will only lead to poor communication in the future. No one shows up wanting to do a bad job. So be kind. Try to build up with your words rather than tear them down.

8. Address mistakes quickly

Don’t hold grudges. They’ll fester inside and manifest as some awful outburst that ruins your relationship with a colleague. Miscommunication happens all the time. Make sure you address it as quickly as possible and move on.

Try to be the first to admit whenever you’ve made a mistake. And make your apology sincere. This is the best way to connect with your colleague and build up goodwill amongst the team.  If you make a mistake, try to fix it as best as you can. By the same token, if someone else makes a mistake, don’t rub it in. We’re all fallible. Come to them with solutions rather than complaints.

Enhance your communication skills

Communicating thoughtfully, regularly, and through the most appropriate medium will allow you to enhance your communication skills. As time goes on, you will develop a rapport with colleagues, and conversations will start to flow more naturally.

As you work to improve your own communication skills, keep one guiding principle in mind: treat others with respect and consideration. If you can master that, you’re on the right path.