10 Tips for Effective Workplace Communication

Have you ever come out of a meeting thinking “Gosh, that was a disaster!”? Have you seen email threads going in circles with no conclusion in sight? Have you had to follow-up with others multiple times for them to just respond? Well, I’ve been in that position many times in my career for various reasons. Let me tell you about one such instance.
Once, I was eagerly looking forward to a meeting with a sales manager from one of the global regions. Since the division was newly acquired, I didn’t know much about their product or how it works in that country. The agenda for the meeting was to have an introduction and learn about the product and the current pain points in the region.
The meeting started on time, we exchanged pleasantries and I noticed that the sales manager had a rather thick local accent. Quickly, I realized that since I was speaking to a non-native English speaker, I had to pay closer attention to what was being said. As much as I was trying to understand what was being said, I couldn’t quite wrap my head around what she was saying. I was struggling to identify whether she was stating the facts about her country’s rules or whether she was stating the current system’s behavior in her country or whether she was asking for a new feature to be implemented. After much struggle, repetition and clarification, I finally understood that she was asking for a new feature to be implemented…Phew!
Communication is key for everyone at the workplace. Bad or ineffective communication can result in confusion, delays and frustration. So, how can we avoid such awkward conversations and how can we communicate effectively?
Here are 10 tips for effective workplace communication:
1. Set a clear agenda
First and foremost, set a clear agenda for the meeting. Even though you may have communicated an agenda verbally or in a different email or a hallway conversation, always make sure that it is part of the invite that you send out. Never assume that people will remember your conversations from a few days back. This is because, people forget! Plus, what is top of mind for you may not be top of mind for others.
2. Project positive body language
Especially when you are meeting someone for the first time, always strive to make a good first impression. A positive body language communicates that you are interested in what they have to say and that you value their time and input. So, always listen keenly and maintain eye contact to build trust. And please quit looking into your phone! If you are taking notes on your phone, explain that as well, otherwise, you may inadvertently be sending the wrong signal that you are not interested in speaking with them.
3. Provide context and set expectations
It is extremely important to set the context for the meeting so that the attendees know what is coming up and why. Also set expectations. For example — if you are new to the company or domain, set expectations that your goal is to learn from them. Here is another example — if you want a certain outcome at the end of a meeting, set expectations on what should be accomplished before the end of the meeting.
4. Never make assumptions, especially when new
Things can get tricky when you are starting a new project or working with a new group of people. If you have never worked with a person before, you may not know their level of knowledge on a topic. They may be new to the domain, in which case, you may want to start your communication from the basics. Alternatively, they may be an expert, in which case, you may want to dive right into the topic instead of wasting their time on basics. So, instead of making assumptions, ask them about their background and familiarity with the subject. If there are a lot of people, try to get everyone aligned and up to speed. Also, learn about their working style and processes.
Avoid acronyms, if possible. If you do have to use them, never make assumptions that all the people in the room know the acronyms or terms used. At times, however common they may be, the terms may mean different things to different people in different contexts. So, always define the important terms for a common understanding.
5. Facts and States
If there are certain facts that the attendees should know, call them out clearly as “facts”. Never mix up or assume that people know about it. Re-stating facts could serve as a good refresher to the entire group of people.
For mature products that have been around for a long time, there is invariably a lot of history of why things were done a certain way. And then there is the current state of how the product works and a desired state of what it could be based on the north star vision. So, we are dealing with three states: past, present and future state. Always segregate these and when possible, document these in writing so that these can be shared with your stakeholders easily. Documentation is an under-appreciated skill, but I personally value it a lot because it’s always serves as a point of reference. I strongly believe that good documentation is an asset, but of course they need to be kept up to date. Otherwise, they can add further confusion.
6. A picture says a thousand words
Complex topics can sometimes be best communicated using a diagram. Consider using the white board to write the important points, draw the system design or sequence diagram of how things work. Then take a picture and share it with your team.
7. Show and Tell
The best way to explain anything is by giving a demo of the product. For example — if you have an idea for a new product or feature, you could create a prototype or a simulated version of it to help people understand your vision.
8. If in doubt, write it out
Let’s say you are unsure whether you have understood something right or not, send out what you have understood and ask them to verify your understanding. It works the other way too. If you think the other person may not have completely understood you, write the key points and send it in an email so that things are crystal clear.
9. Meeting Notes
The meeting is over, and you are confident that all went well. What next? In any case, send out meeting notes on the key points, decisions and next steps. This is always an efficient and effective way to ensure there is no ambiguity on what needs to happen. A lot of times, project managers take on this role of sending out meeting notes. If one is not present, you should send it out in your own best interest.
10. Keep it crisp
No one likes it if you are rambling on, going off topic or hogging the conversation. Always try to be crisp with your communication and respect everyone’s time for being there with you. Give others a chance to share what they have to say and encourage the quieter ones to speak. However, if the conversation is digressing from the agenda, re-focus and pull it back to achieve the goal of the meeting. If you are on the opposite side of the spectrum with nothing much to say, be an active listener and communicate whether you agree, disagree or understand what is being said. If you disagree, communicate it respectfully.
And last but not the least, if you are running behind, need more time or don’t understand something, communicate it and I’m sure they will empathize and appreciate you for being frank with them. Effective communication allows everyone to be productive and saves time. And we all know, time is money!
