Bad communication stinks.
Workplaces that lack strong communication channels are more likely to suffer from misunderstandings, confusion, stifled creativity, and poor to mediocre collaboration.
Effective communication is the foundation of any successful workplace. It can increase employee engagement, enhance productivity, and help businesses reach their goals.
What are some effective employee communication strategies? We’ve gathered practical, easy-to-implement strategies that can help improve communication across your organization.
Proactively Set Communication Expectations
Without defined expectations, teams can become overwhelmed by an influx of messages across different platforms. What channel should they use? When should they use each channel? For example, using email for urgent requests or sending lengthy reports through instant messaging can cause delays and misinterpretation.
Setting specific guidelines lets organizations create a smoother workflow and reduce the chances of important details slipping through the cracks.
A sample communication policy might include:
- Using email for formal communication and detailed project updates.
- Using instant messaging platforms like Slack for quick questions or informal check-ins.
- Using phone calls or video meetings for urgent matters.
Outline appropriate response times for each communication method to help teams prioritize their tasks without constant interruptions.
Foster Open Dialogue with Regular Check-Ins
Regular check-ins create a time and place for employees to voice concerns, share ideas, and receive feedback. One-on-one meetings and team discussions provide managers with a better understanding of their team’s challenges and needs. These regular interactions help address issues before they escalate into big problems.
Digital tools like Slack or Microsoft Teams make checking in and fostering regular communication easier, especially in remote or hybrid work environments. These platforms enable quick check-ins through instant messaging, video calls, or scheduled meetings. A recent analysis by Forbes Advisor reported that 45% of workers feel more connected to their team as a result of using digital communication. Employees can feel connected and supported no matter where they are working. By keeping the lines of communication open, organizations can build stronger relationships and create a more transparent and collaborative workplace culture.
Example: Abrams Tech Company implemented virtual weekly one-on-ones between team leads and employees to track progress and encourage open dialogue. Employees felt more comfortable raising concerns and managers could provide real-time guidance and proactively address obstacles. This practice led to a significant decrease in misunderstandings. Over time, the team got more engaged and completed projects more efficiently.
Encourage Two-Way Feedback
Unfortunately, communication in many organizations flows one way, from the top down. If companies aren’t listening to the employees on the front line, they are missing vital information.
Two-way communication is where both employees and employers actively exchange feedback. It creates a culture of openness and collaboration, allowing employees to contribute to the organization’s growth and receive guidance for their own development. When feedback goes both ways, it fosters continuous improvement and enhances employee engagement, as they feel valued and heard.
Organizations can use several strategies for implementing two-way feedback.
- Surveys. Employee engagement surveys are good ways to measure team sentiment and gather insights on specific areas of concern.
- Suggestion boxes. This strategy allows employees to anonymously share ideas and feedback on processes, culture, or workplace improvements.
- Feedback apps. Apps can provide real-time feedback opportunities and help managers track trends.
Get tips, industry benchmarks, strategies to boost scores, and more!
Knowing what to do after your employee survey runs is a sure-fire way to show it matters and is taken seriously. Managers should:
- Acknowledge feedback publicly, and thank employees for their input.
- Implement changes based on feedback when possible and communicate these changes to the team.
- Provide updates on how feedback is being considered or incorporated into long-term strategies.
- Hold follow-up meetings to talk about progress based on the feedback.
Use Concisely Written Communication
According to the 2023 State of Essential Workplace Communication Report, only 46% of employees felt the communications leaders shared included the context employees need to do their jobs well.
Have you ever received an email and wondered “What exactly do they need from me?” Most of us have, and it’s frustrating and time-consuming to clarify the message.
Vague, rambling, or ill-thought-out written messages can lead to misunderstandings, lots of back-and-forth, missed deadlines, and stress. On the other hand, well-crafted communication puts everyone on the same page.
Example: Breakout Marketing Company struggled with project delays because of unclear email instructions. The participants were known for short, choppy emails that lacked specific details. After introducing a company-wide focus on concise, well-structured emails (with pre-set templates), project completion rates started improving.
Here are some tips to improve your written communication:
- State the purpose. Be clear. Why are you writing? What action do you want the reader to take?
- Be brief. Avoid unnecessary details and get straight to the point.
- Set the right tone. Use appropriate language based on the email receiver.
- Maintain consistent formatting across communications. Using accessible language that everyone can understand helps avoid confusion.
Tools like Grammarly and AI writing assistants can also improve writing quality by catching grammar mistakes and suggesting simpler ways to express complex ideas.
Embrace Flexibility in Communication Styles
Some people prefer email, others prefer text, and still others may opt for phone calls to convey information. Recognize that employees are different and foster an inclusive workplace by welcoming flexibility into the communication strategy. This approach will help meet each employee’s preference.
For example, introverted employees might feel more comfortable expressing ideas in writing, while extroverted team members might prefer brainstorming out loud in meetings. By offering a variety of communication methods, you create an environment where all employees can contribute in a way that feels natural to them.
This flexibility should cover cultural differences, too. In global teams, communication preferences may vary widely depending on cultural norms. Offer multiple avenues for communication to prevent misunderstandings and allow for more productive conversations.
Promote Cross-Departmental Communication
Breaking down department barriers is one of the best employee communication strategies for fostering collaboration and innovation. When employees from different teams communicate openly, they can combine expertise and approach problems from fresh perspectives. This can improve decision-making and forge a more unified company culture.
Example: Downtown Retail Company implemented regular cross-functional meetings between their marketing and sales departments. By discussing shared goals and challenges, the two teams found new ways to align their strategies. This collaboration led to more effective campaigns, increased sales, and improved problem-solving.
Here are 3 strategies to promote cross-departmental communication:
- Hold cross-functional meetings. Regularly scheduled meetings between departments allow employees to share insights and align on company goals.
- Create shared projects. Assign teams from different departments to work together on projects to build relationships and encourage knowledge sharing.
- Build knowledge-sharing platforms. Tools like Slack channels and internal forums encourage ongoing collaboration and idea-sharing between teams.
Encourage Using Eyes to “Hear”
You may think that sounds crazy, but visual prompts and tools can go a long way toward increasing effective communication in the workplace. Graphs, charts, and videos can significantly enhance how employees absorb and understand complex topics.
Presenting information visually makes it easier to digest. It allows employees to see patterns, relationships, or processes that may be harder to grasp through text by itself.
Example: Sunshine Agency had a project manager who was struggling with presenting quarterly data from a long spreadsheet at a meeting. By converting that data into a simple chart and graph using Canva, they made the information clearer and more impactful.
Visual tools ensure that key information is communicated clearly and memorably, improving overall comprehension and engagement.
Effective Employee Communication Strategies Can Deliver Big Results
Nailing an effective communication strategy is crucial for organizations to create productive workflows and build strong employee engagement. By keeping multiple lines of communication open, acting on feedback, fostering communication between departments, and using visual tools, you can promote misunderstanding-free communication. These 7 communication strategies will quickly help build a more connected, innovative workplace.
