Good communication in the workplace is a must. For managers, communication is important for leading your team and creating a healthy workplace.

Communication basics

Clear communication is needed in any relationship, and a team is no different. It can help solve problems and improve teamwork. Keep these tips in mind when working with your employees and people on your team.

Really listen

Try not to think about an answer to the problem or speak until the other person is finished. If you find yourself quickly trying to find a solution, you may not be listening to what the person is saying. While you may find silences uncomfortable, it’s OK to take a few moments to collect your thoughts after your employee has finished talking. If you need more time, say, “I need a few minutes to think about what you shared with me.”

Watch nonverbal communication

Pay attention to body language, expressions and tone of voice for more clues to what the person is thinking and feeling. Sometimes, the nonverbal signals people send may not seem to be the same as what they are saying. For example, a person may say yes but have a facial expression that they aren’t happy about it. This could be a good sign to ask more questions or summarize what the speaker is saying to be sure you understand. Be aware that nonverbal language can vary from person to person and between cultures. Also, pay attention to the nonverbal communication you are using as you might send a message with your body language you don’t mean.

Ask questions

Asking questions may help you understand your employees’ needs. Then you will be better able to help with problem-solving. You might find it helpful to sum up what you’ve heard the other person say with phrases like, “What I’m hearing you say is….” Then ask questions that help the other person share or clarify their view. Here are a few examples:

What led you to that belief?
How can we work together to solve this problem?
Can you tell me what you meant when you said…?

Practice being confident

Being confident doesn’t mean being mean or competitive. It means that you respect yourself, your needs and opinions. And it means you’re able to stand up for them in a respectful way. Try to speak without sounding demanding or critical. Use “I” statements instead of “You” statements, such as “I think it would be better this way” instead of “Your way is wrong.” When making requests, try something like “I’d like this done by Wednesday” instead of “You need to do this by Wednesday.” When giving employees tasks, respect their time and current workload.

Be clear

Employees perform better if they fully understand what you expect of them. Create clear job descriptions and update them to show any job changes or new duties. Be sure your employees have the training and tools they need to do the job. Be clear with deadlines and hopes for new projects or tasks. You might find it helpful to provide feedback on your employees’ performances in one-on-one meetings, including being specific about things they’ve done well.

Communicate often

Consider holding regular one-on-one on meetings and team meetings to talk about any tasks and issues. Ask for feedback from your team and follow through with answers to questions or issues that come up. As much as possible, help them see “the big picture” in your company.

Conclusion

Good communication is a skill that requires attention and work, but it plays an important role in a healthy workplace. Developing your communication skills as a manager is worth your time. It will also continue to help you, your employees and the whole workplace.

Sources:

HelpGuide. Body language and nonverbal communication: communicating without words. May 8, 2024.

HelpGuide. Effective communication: improving your interpersonal skills. May 8, 2024.

Mayo Clinic. Being assertive: reduce stress, communicate better. Jan. 20, 2024.

Managers: Learn how to better communicate with your team

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