The right form of communication can help people to develop better skills in the workplace. No matter whether you’re communicating with colleagues, interacting with clients, or leading a team, the ability to convey ideas clearly and connect with others is important for developing your communication methods. In this article, we will explore different communication methods, from verbal and non-verbal communication to written and visual channels. You will learn how to optimise these methods into workplace interactions. 

What is Communication?

Communication is the basic understanding of human interaction, whereupon two people or more can exchange information, ideas, and emotions. At its core, communication involves a sender, a message, and one or more recipients. However, it’s far from a straightforward process, as numerous factors can influence its effectiveness. Understanding these factors is crucial for navigating workplace communication.

Factors that can impact communication include our emotions, the cultural context, the chosen medium, and even our physical location. As a result, employers usually value those with the ability to communicate accurately, effectively, and adaptably, as such qualities are often rare to find.

As mentioned, different communication methods usually consists of three essential components:

• The Sender: This is the person or entity beginning the communication process, responsible for crafting and delivering the message.
• The Message: This represents the information, ideas, or emotions the sender intends to convey. 
• The Recipients: These are the people or groups receiving the message. Understanding the message can be influenced by various factors, such as the recipients’ familiarity with the sender, their level of expertise in the subject matter, their psychological state, or their cultural context.

In addition, potential barriers to effective communication may arise, including language differences or hearing impairments. Skilled communicators will work promptly in identifying and addressing these potential sources of misunderstanding, to ensure a smoother interaction.

For businesses, considering various communication methods is essential for success. Factors like organisational size, target audience, and the nature of the message all influence the choice of communication method. During business meetings, effective organisation with a clear agenda fosters information dissemination and encourages interaction, questions, and responses from employees.

How Do Different Communication Methods Change with Other Groups of People?

The choice of communication method varies based on the people involved and the context of communication. Consider how the same message may sound different when communicated between two professionals in a formal email compared to a conversation between close friends. The formality and tone of communication adapt to the audience and purpose. You can learn more about these methods when understanding communication in the workplace.

Furthermore, communication methods may adjust based on the recipient’s level of understanding. For instance, when conducting a training course for beginners, language is simplified, and visual aids are often employed to facilitate an easier understanding.

1. Verbal Communication 

Verbal communication relies on spoken language to convey messages and can occur in various formats:

• Face-to-Face: Direct interaction with others in the same physical location is often the preferred method, but it may not always be practical due to time constraints or geographical distances.
• Online Communication: Verbal communication has seamlessly transitioned to online platforms. Video calls, video conferences, and voice messages have become integral tools for remote communication.
• Formal and Informal: Verbal communication can be both informal, like casual conversations with friends, and formal, such as work meetings, interviews, conferences, lectures, or oral presentations. Effectiveness depends on factors like the receptiveness of the recipient, speech clarity, volume, pitch, and the speed of delivery.

In a business context, verbal communication plays a pivotal role:

• Storytelling: It helps construct shared meanings within an organisation, conveying key values and cultural norms.
• Crucial Conversations: High-stakes communications, like presenting a business plan or requesting a pay raise, require skill, reflection, and careful planning.

Common types of verbal communication in the workplace include in-person meetings, virtual meetings, phone calls, verbal presentations, training sessions (virtual, in-person, or video), brainstorming sessions, feedback meetings, and performance reviews. Sometimes, with the wrong form of verbal communication applied, can lead to conflict in the workplace. In which case, it is always better to understand the individual’s mindset and context of the conversation beforehand.

2. Non-Verbal Communication

Non-verbal communication involves understanding each others’ thoughts and emotions. It includes various elements, such as:

• Facial Expressions: Facial expressions, like smiles or frowns, can instantly reveal your feelings and set the tone of the conversation.
• Eye Contact: Maintaining eye contact conveys engagement, authenticity, and honesty. Avoiding eye contact or frequent gaze shifts may signal discomfort or dishonesty.
• Body Language: Your posture, gestures, and overall body movements send subtle signals that complement your words. Crossing your arms may appear defensive, while open body language invites connection.
• Tone of Voice: Paralanguage is made up of the style of speaking, tone, pitch, and voice quality. It influences how your words are received.

Effective non-verbal communication strengthens your ability to make a positive impression, especially in professional settings like work meetings or job interviews. To ensure effective non-verbal communication:

• Be mindful of your movements, gestures, and eye contact.
• Avoid closed-off postures like crossed arms.
• Steer clear of excessive fidgeting, which can distract your listener.
• Maintain appropriate eye contact without staring or rolling your eyes.
• Pay close attention to facial expressions, as they convey your emotions.

Remember that non-verbal cues can be as crucial as verbal words in determining your success, such as securing a job offer. Non-verbal cues are particularly important when it comes to people on the autistic spectrum; therefore, it is important to have an understanding of autism awareness in the workplace.

3. Written Communication

Written communication, whether in the form of emails, reports, or social media messages, is a critical tool for conveying information clearly and concisely. Effective written communication demands attention to detail, including style, grammar, vocabulary, and clarity.

To ensure that your written communication is effective:

• Aim for clarity and brevity, avoiding unnecessary repetition.
• Pay attention to grammar and vocabulary to maintain professionalism.
• Consider the style of writing, adapting it to the audience and purpose.
• Written communication excels when conveying detailed instructions or when in-person communication is not feasible.

In today’s digital age, written messages, particularly emails, offer the convenience of asynchronous communication. This means you can send a message, and the recipient can respond at their convenience, bridging geographical and scheduling gaps.

In the workplace, effective written communication is essential when communicating with colleagues, managers, or customers. It also serves as a record of interactions, whether for raising concerns, seeking feedback, or documenting completed tasks.

Types of written communication in business may include:

• Email
• Text messages
• Digital messages via platforms like Slack or Microsoft Teams
• Proposals
• Contracts
• Training manuals

When writing between colleagues, you must remember that not everyone may understand your tone of voice in which you write, especially those from different backgrounds. In which case, managing diversity in the workplace is an additional skill to learn.

4. Listening

Listening is at the epicentre of effective communication, allowing you to remain engaged with others. Active listening is especially crucial, as it requires a deep understanding and how to respond appropriately.

Actively listening during conversations or team meetings allows you to engage and respond appropriately. However, there may be instances, such as lectures or training sessions, where extended passive listening is required. In such cases, recording the session, if permitted, can be a helpful strategy to revisit and engage with the content later.

Effective listening includes:

• Demonstrating respect and interest in the speaker.
• Being able to retain information.
• Encourage open and honest dialogue.

Listening attentively is vital for building strong relationships, whether in personal or professional settings. If you are learning about coaching and mentoring in the workplace, you can develop your listening skills further to understand how your colleagues act and behave too.

5. Visual Communication

Visual communication involves visual aids to convey messages effectively. This involves various elements, including:

• Drawing: Hand-drawn illustrations and sketches.
• Graphic Design: The use of graphics, images, and layouts to communicate information visually.
• Illustration: Artistic representations to enhance understanding.
• Colour: The strategic use of colours for symbolism or emphasis.
• Typography: Fonts and text styles to convey tone and mood.
• Signs: Visual symbols and signage for clear communication.
• Electronic Resources: Digital tools and resources, such as infographics and videos.

Visual communication can be a powerful means of conveying messages and can sometimes replace verbal or written communication entirely. It’s versatile and creative, benefiting from technological advancements that enable a wide range of possibilities.

How to Improve Your Communication Skills

Learning about different communication skills is a valuable pursuit that can benefit both your personal and professional life. Here are some practical tips to elevate your communication prowess:

• Active Listening: Pay close attention and truly engage with the speaker. Show that you value their message.
• Body Language: Be aware of your own body language and its impact on others. Also, observe the body language of others to better understand their emotions and intentions.
• Ask Questions and Provide Feedback: Encourage engagement by asking questions and offering feedback. This demonstrates your interest and comprehension.
• Eye Contact: Maintain appropriate eye contact to establish trust and connection during conversations.
• Clarity and Conciseness: Be clear and to the point when conveying information. Avoid unnecessary jargon or complexity.
• Take Notes: Document key points to enhance retention and show your commitment to the conversation.
• Proofreading: Before sending written communication, such as emails or reports, proofread carefully to eliminate errors and ensure clarity.
• Strong Speaking Voice: When delivering presentations or speaking in public, use a confident and clear speaking voice.
• Eliminate Filler Words: Avoid using filler words like ‘like,’ ‘um,’ and ‘so’ as they can undermine the clarity and professionalism of your communication.
• Intentional Non-Verbal Communication: Your body language should align with your verbal communication. Use positive body language to convey confidence, understanding, and engagement.

Whilst you are here, why not learn about netiquette: an online guide to digital manners? Essential knowledge to know when remote working.

FAQs

Sources

Anderson, A., (2022) Netiquette: A Guide to Digital Manners. The British School of Excellence. [online] Available at: https://thebritishschoolofexcellence.com/business-etiquette/netiquette-good-manners-online/ [accessed 19/10/23] 

Communication in any situation or setting is important but in a workplace setting, clear and effective communication is vital. But why?

What is communication?

It is not just about sending emails to remind everyone of their tasks for the day – communication is far more than this. It is the verbal and non-verbal communication skills that we all have in some shape or form.

You would think that, as humans and the most advanced mammal on the planet that we wouldn’t need training in effective communication in the workplace. Surely, a conversation at work is just like one at home? One person says something, the other responds and so on and so forth.

The truth is, companies spend thousands of pounds on training their staff to communicate better, from writing reports to emails that get responses.

Understanding the benefits of effective communication helps companies to understand what their customers wants and needs are, as well as being able to push the boundaries of the business too. A workforce that can communicate effectively can deal with international trade partners and other vendors.

The benefits of effective communication in the workplace

#1 Helps with diversity and inclusivity

There is a lot written of workplace diversity and tolerance. Britain has an immigrant population that means there are workers in all sectors and industries from countries within the European Union and beyond.

Language and cultural difficulties are significant barriers. Thus, companies who employ workers from the UK and beyond have long recognised the need to train all their staff in effective communication.

People can feel confused when they feel excluded; others find it a lonely experience and these negativities can become a festering ground for further issues. It may also be a possibility that people feel bullied, or ‘left out’. Clearly, if people are unable to communicate – and do so without causing confusion – then the end results will not be pleasant.

There is no doubt that communication fosters better understanding which means that productivity would increase (in theory), errors decrease and everything should run smoother.

#2 Global Marketplace

We no longer live in a world where we do business with our immediate next door neighbours. The internet has put paid to this, opening up the market for all industries, transgressing all boundaries.

Exporting your goods is now a real possibility but this brings with it, its own set of issues and problems – one of which can be communication.

Just like cultural differences within your staff team, you need to be aware of the differences with customers from the four corners of the globes – and you need to understand how to effectively communicate.

#3 Teambuilding

Your teams need to be as efficient and productive as possible. There are many things that can get in the way of teams performing well together.

Feeling of competition can be overbearing, a by-product of poor communication. People can feel singled out, or when important information is missed, it can have disastrous consequences. Poor communication can make work feel like a slog, important deadlines are missed and customers see this too.

People feel valued when they feel included and this is exactly what effective workplace communication brings about. When mistakes are made, the process is analysed and not the person. There are positive relationships between colleagues, as well as with management.

#4 Staff morale

Overall, the most positive benefit of effective workplace communication is staff morale. Feeling valued boosts morale, and when employees feel appreciated, they also enjoy their roles more. Good communication will often start with management being open, honest and transparent with the information that they communicate to staff – and how they do this too.

One of the gripes that many employees have of working for a company is that they ‘don’t know what is going on’. Often, rumours and counter-rumours will circulate that muddy the waters even more. This is certainly true when there is change in the air.

Poor, ineffective or non-existent communication leads to one things – dissatisfaction. The feeling of not being trusted or valued leads to plummeting staff morale. When morale drops, with each downward notch you will need to work twice as hard to improve morale.

Effective communication = happiness!

Who would have thought that an email or phone call, a conversation or an announcement could make such a big difference to how people feel at work? But it does.

Of course, if a business has traditionally suffered from a lack of direct and effective communication, it may take some time to swing the effects around. But it can be done!