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Effective Communication Strategies for Better Workforce Collaboration

7 min read
hr team talking about communication strategies

Effective communication strategy empowers teams to thrive, innovate, and achieve remarkable outcomes when executed skillfully. But just how does harnessing the power of clear, empathetic, and purposeful communication contribute to cultivating a harmonious and productive work environment?

In this article, we’ll look at strategies that unlock the true potential of workforce collaboration, driving your organisation to express the collaborative spirit within your teams.

human resources team discussing visual communication skills for better workplace collaboration

Different Communication Styles

According to business management consultancy Fierce Inc, 86% of employees believe ineffective communication to be one of the leading causes of workplace failure. It’s no surprise: communication is nuanced and complex. Everyone communicates differently, meaning misunderstandings or oversights can happen easily.

However, understanding that team members may have different communication styles is the first step in identifying what needs to change and what works. Here are the most common communication styles you’ll witness in the workplace.

  • Assertive Communication Style: Someone who expresses their thoughts, needs, and opinions confidently and respectfully. They can communicate their ideas clearly while being receptive to others’ perspectives. This style encourages open dialogue and constructive feedback, fostering a collaborative environment where everyone’s input is valued.
  • Passive Communication Style: Someone who avoids conflict and may struggle to express their opinions or assert their needs. They often prioritise maintaining harmony and avoiding confrontation, sometimes at the cost of their ideas or contributions. Passive communication can hinder effective collaboration as important thoughts and insights may go unshared, leading to missed opportunities for growth and innovation.
  • Aggressive Communication Style: Someone who might be forceful, dominating, and often disregarding the opinions and feelings of others. Assertive communicators may use intimidation, criticism, or manipulation to exert control and get their way. This style can create a hostile work environment, erode trust, and hinder collaboration, as people feel hesitant to share their ideas or engage in meaningful discussions.

These styles can overlap, for example, someone could be passive-assertive or assertive-aggressive!

Different Communication Types

You might communicate with your team or organisation through various methods. It could be verbally, written, or perhaps even visually. But it’s important to note that communication goes beyond the words we say or type.

According to research, our body language accounts for 55% of a message being received, whereas 37% is determined by how it’s said, and only 7% is determined by the words used. So whether through your team Slack or a face-to-face meeting with your team, many variables are at play in how your message is conveyed.

Here’s a quick breakdown of the main communication types in the workplace:

  • Verbal Communication: It’s all about speech, whether face-to-face, over the phone, or in a group setting. This type can be formal or informal, depending on the context and relationship between the communicators.
  • Non-Verbal Communication: You might think non-verbal communication refers to writing, but it’s more about facial expressions, body language, gestures, and even the tone of voice. Non-verbal cues often convey emotions, attitudes, and intentions more accurately than words alone, and it could be details like maintaining eye contact, nodding, smiling, or using hand gestures to emphasise a point.
  • Written Communication: Welcome to the world of text. That means emails, memos, reports, letters, and other written communication forms.
  • Visual Communication: Think of images, charts, graphs, videos, or presentations that convey information or ideas. This style is often used in presentations, infographics, marketing materials, and social media posts to capture attention and deliver messages more effectively.

Verbal Communication Strategies

Effective verbal communication involves conveying messages, articulating ideas precisely, and creating an atmosphere of understanding among team members. By employing the following strategies, you can enhance your verbal communication skills and promote effective collaboration within your workplace.

Clarity and Conciseness

Organise your thoughts before communicating, taking a moment to structure your ideas logically and coherently. Also, remember to use simple language, avoiding jargon or technical terms that may confuse others. Instead, opt for clear and straightforward language that everyone can understand. Be specific, providing details and examples when explaining concepts or instructions to prevent misunderstandings and ensure a shared understanding among team members.

Tone and Delivery

Maintain a positive tone when engaging in conversations and approaching team members with a friendly and respectful attitude. Practice empathy by considering the perspectives and feelings of others, tailoring your messages to resonate with your audience and building stronger connections.

Choosing the Right Medium

When choosing the appropriate communication medium, consider the information’s nature. Face-to-face communication is ideal when clarity and immediate feedback are crucial. It allows you to gauge non-verbal cues and respond accordingly. When face-to-face interactions are impossible, opt for phone or video calls to maintain a personal touch, leveraging visual cues and voice tone.

Using Positive Language and Avoiding Jargon

Focus on solutions rather than dwelling on problems, emphasising possibilities and proactive approaches, and avoid negative language hindering collaboration or demotivating team members. Instead, use constructive and encouraging words to inspire and motivate others.

Minimise the use of technical terms, as not everyone may be familiar with specialised terminology. By using language that is accessible to all team members, you ensure that everyone can follow and contribute to the conversation.

Non-Verbal Communication Strategies

While analysing and adopting new strategies for other communication types, the tough part is improving your non-verbal communication with your team members. This will require you and your team to examine the body language, gestures, facial expressions, and other physical traits exerted throughout daily interactions. With that said, here is how you can get started.

Body Language and Facial Expressions

There are subtle body language cues that change the way your communication is registered. Facial expressions, such as a warm smile or furrowed brows, can provide valuable insights into a person’s feelings, helping team members gauge reactions and respond appropriately. On the other hand, crossed arms can signal defensiveness or disinterest, hindering effective collaboration.

Gestures and Posture

Gestures and body movements can further enhance non-verbal communication. Appropriate hand gestures can emphasise key points or convey enthusiasm, adding depth to the message. However, avoiding excessive or distracting gestures that might detract from the intended meaning is essential. Body movements, such as leaning slightly towards the speaker and nodding to indicate understanding, can facilitate better collaboration by displaying active listening and interest in the conversation.

hr team at a company discussing communication strategies to empower workplace collaboration

Maintaining Eye Contact

Maintaining eye contact demonstrates active listening and engagement, but there should be a balance that shows interest without making others feel scrutinised. Different cultures have varying norms and expectations regarding eye contact, so being mindful of these differences and adapting accordingly to avoid misinterpretation and create a comfortable environment for collaboration. People may also have different ways of recalling information, with some looking away or in specific directions to help them formulate their message internally.

Written Communication Strategies

Regarding written communication, there are a handful of tips you can adopt across all your internal channels that will enhance the clarity and effectiveness of your message. Generally, you’d want to use clear and concise language, but you can also consider the context and audience to tailor your messages accordingly.

Let’s look at some of the best-written communication strategies to optimise your workplace conversations.

Clarity and Conciseness

When crafting written messages, use simple language to ensure the reader easily understands your message. Be mindful of your tone and style, adapting it to suit the context and recipient’s preferences and avoiding jargon, acronyms, or technical terms that may confuse or alienate your team.


Structuring Messages Effectively

Structure your written messages in a logical and organised manner. Begin with a clear introduction that states the purpose or main idea of the communication, and use paragraphs to break up the content and maintain coherence. Each paragraph should focus on a specific point or topic, providing supporting details and examples. Conclude your message with a concise summary or call to action.

Proofreading and Editing

Before sending any written communication, take the time to proofread and edit your work. Check for spelling, grammar, and punctuation errors. Ensure that your sentences are grammatically correct and free from typos. Pay attention to the overall flow and coherence of your message. A little bonus tip? Reading your text aloud can help you identify any awkward or unclear sentences.

Using Appropriate Tone and Language

Tailor your tone and language to the intended audience and the purpose of your communication, but be mindful of the level of formality required. In professional settings, maintain a polite and respectful tone, even when addressing sensitive or challenging topics. Additionally, you can avoid using slang or informal language if you believe it could be misinterpreted or deemed unprofessional.

Consideration for Cultural Differences

Cultural differences are everywhere in a diverse workforce, so teams require sensitivity to varying communication norms, values, and expectations across these different cultures. Avoid assumptions and stereotypes, and take the time to understand cultural nuances that may influence how your message is received. When in doubt, seek clarification or open dialogue to bridge cultural gaps.


Communication Barriers

Communication comes with its set of hurdles, and addressing these challenges can be complex. However, the goal is not to eradicate these hurdles, which might be close to impossible, but rather mitigate them as they occur.

Here are some of the most common workplace challenges you might face when looking to improve your team communication:

  1. Cultural and Language Barriers: Communication challenges can arise when individuals from diverse cultural backgrounds work together. Differences in language, customs, and communication styles can hinder effective collaboration.
  2. Generational Differences: Varying communication preferences and styles among different generations can lead to misinterpretations and conflicts. Overcoming these barriers requires promoting respect for diverse perspectives and implementing flexible communication approaches.
  3. Addressing Conflicts and Misunderstandings: Conflicts and misunderstandings can hinder effective communication. Addressing these issues involves fostering open and honest communication, promoting active listening and empathy, and establishing conflict resolution mechanisms to address conflicts constructively.

Tech & Communication

According to research by McKinsey, social technologies that enhance communication can improve productivity by 20-25%. With these communication tools and software advancements, teams can connect and collaborate seamlessly, regardless of physical location. However, using technology effectively and balancing virtual interactions and face-to-face communication is crucial for optimal collaboration.

Let’s explore the impact of technology on communication and some best practices to maximise its benefits.

Leveraging Collaboration Tools and Software

There are many collaboration tools to incorporate into your organisation, each with its specialities. These tools facilitate real-time communication, file sharing, and project management, but when choosing your pitch-perfect option, consider your team’s needs and select platforms that align with your organisational goals. Maybe your team needs Notion instead of Asana or Slack instead of Microsoft Teams.

hr team discussing how they can leverage hr softwares to improve workplace communication

Virtual Communication Etiquette

While virtual communication offers convenience, etiquette comes with it, which may or may not be defined by the organisation. Here are some key things to consider:

  • Establish clear guidelines: Set expectations for response times, preferred communication channels, and appropriate use of technology.
  • Active participation: Encourage team members to engage in virtual meetings actively and discussions by contributing their ideas, asking questions, and actively listening to others.
  • Video conferencing best practices: When participating in video calls, ensure a professional appearance, use clear and concise language, and be mindful of background noise and distractions.
  • Respect different time zones: If your team spans different time zones, be mindful of scheduling meetings accommodating everyone’s availability.

Balancing Technology with Face-to-Face Interactions

While technology enables efficient communication, balancing it with face-to-face interactions is important to maintain personal connections and build stronger relationships. In-person meetings and team-building activities allow team members to connect on a deeper level, understand non-verbal cues, and foster trust.

Ensuring Accessibility and Inclusivity

Ensuring everyone can access and participate in digital platforms is vital when utilising technology for communication. Consider the needs of individuals with disabilities and provide accommodations, such as closed captions for videos or screen reader compatibility. Promote inclusivity by creating a digital environment that is user-friendly and accessible to all team members.

Sergio is a seasoned copy and content writer who has worked directly with company founders, CMOs, brand executives, and marketing directors from multiple industries. He's an HR geek and humble terpsichorean.

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