Effective Communication in the Workplace: 11 Tips

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.

Communication in the workplace can be complicated, though. Each person brings different experiences and perspectives to the table. In this article, we offer several tips you can use to improve your communication skills, collaborate more effectively and grow as a professional.

Why Communication in the Workplace Is Important

Communication is a two-way street on which employees brainstorm, resolve conflicts, build trust and offer constructive feedback. It ensures everyone is on the same page.

“Communication is crucial,” Brittany Barhite, vice president of communications and brand experience at workplace communication platform Firstup, told Built In. “We sometimes take it for granted because we communicate every day, but that doesn’t mean you’re good at it.”

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.

Related ReadingEmployee Communication: What It Is and Why It’s Important

11 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. But by communicating effectively, you save time that would otherwise be spent on unnecessary meetings.

2. Accommodate Different Communication Styles 

Everyone communicates differently. 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.

In some cases, managers or employees might have to change their communication style. A quiet, introverted employee may have to make an effort to speak up and make sure their perspective is considered in meetings. Or an early-career employee might have to change their tone to adapt to a multi-generational workplace.

“If you’re talking to your boss, you may want to strike a different tone than if you’re talking to your fellow assistant than if you’re talking to your CEO,” Oren Margolis, an executive coach at Pinetree & Palm Consulting, told Built In. “Being aware of your audience always goes a long way.”

3. Be Clear and Concise

Try to 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

Everyone knows how to listen, but they aren’t always good listeners. Too often, they’re planning what they’re going to say next. You can get more out of your conversations with people by practicing active listening. When you actively listen, you are fully engaging with what another person is saying, and you are 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

Strive to be transparent with your coworkers. That includes good news, bad news and the rationale for how decisions are made. There may be times when it doesn’t make sense to share information with everyone, of course, but generally speaking, 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,” Barhite said. “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 might seem unproductive, but they can help teams feel more comfortable with each other, which improves communication and collaboration. You can facilitate team building by asking ice-breaker questions, playing group games or organizing social events.

“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 other employees might prefer something more discreet. Either way, when employees see that their hard work is recognized, they feel more engaged with their work and connected with their team. 

To make sure she doesn’t forget about employee recognition, Barhite said she keeps a checklist to make sure she is regularly checking in with employees, recognizing them and sharing team communications.

9. Have One-on-One Conversations

If you have employees reporting directly to you, schedule one-on-one conversations with them once a week. Setting time aside for these meetings gives you time to talk about deeper issues that they probably won’t raise in casual office conversation or in a group meeting. The meetings don’t have to be formal, but it’s helpful to 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

Feedback contributes to the evolution of a company and its workforce, so if you’re a manager, make a habit of welcoming input and offering constructive criticism. 

Not everyone appreciates negative feedback, but it’s a necessary part of growing professionally. While hard truths might be interpreted as rude, Margolis said it’s actually more compassionate than withholding information that could help them 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

At the core of effective communication is emotional intelligence, which is the ability to recognize your emotions, read others’ emotions and use that awareness to inform your communication style. It’s a key leadership skill that requires empathy, self-awareness and the ability to regulate one’s emotions. A leader who strives for emotional intelligence will have healthier relationships, happier employees and more impactful communications.

Related ReadingWhat Are Interpersonal Skills?

Benefits of Effective Workplace Communication

Increased Productivity

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 … you’re going to have a super fragmented and unproductive workforce,” Margolis said.

Higher 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.” 

Fewer Conflicts

Effective communication skills help prevent and resolve misunderstandings that lead to workplace conflicts. People are bound to have different experiences or opinions, but effective communication skills can help them understand each others’ perspectives and reach a mutually agreeable solution.

Contributes to Positive Company Culture

Communication is at the heart of a positive company culture. When employees feel like their voice matters, they have the psychological safety to share honest feedback and innovative ideas. They feel like they belong, and they are more likely to stay and make the company a great place to work for future employees.

Frequently Asked Questions