On average, we spend 40 hours a week in our workplaces. Effective communication is the key to healthy relationships with our colleagues and team. Being able to share our thoughts and ideas in a healthy way is actually more about listening and paying attention to others than it is about what we say.

Talking the talk

It sounds obvious, but being able to speak clearly and confidently to our colleagues is a skill that is easily forgotten. Albert Einstein famously said that if you can’t explain an idea to your grandmother for her to understand it, then you haven’t understood the idea for yourself. It helps to take a couple of minutes to consider the way we will communicate to ensure messages are communicated as we intend; to step into the perspective of our colleagues and, if needed, maybe jot down key points that will be of interest to them before talking to them directly.

It’s also important for us to remember to focus on the delivery of what we say. Pick an appropriate time to speak to a colleague (that is, not just before they’re rushing off to a meeting). Maintain a calm and steady voice at a regular volume. Leave enough time for colleagues to ask questions or clarify any points they didn’t understand. Remember to use ‘I’ rather than ‘you’ statements - for example "I feel upset when...", rather than “You make me upset when…”, as the latter can come across accusatory.

Make personal connections

Relationship building is vital in any working situation, and it’s easier to be able to communicate to colleagues positively – and make successful requests - when we build a rapport. In fact, research demonstrates that face-to-face requests are 34 times more successful than emailed ones. If appropriate, start a friendly conversation by asking them about their day or weekend, or make a point of opening a conversation with a quip about something you might have in common, such as an interest in sport or cultural events. Adding this personal touch is a great way to encourage colleagues to relax and open up around you, which makes it easier to communicate and cooperate with them on a regular basis. Also don’t forget to smile and use humour when appropriate, as that is a fantastic way to break the ice and relax the mood.

Be an active listener

EY’s Australian Productivity Pulse survey identifies a direct correlation between effective communication and workplace productivity. Effective communication is actually more about what we hear rather than what we say. Everyone wants to feel like a valued part of a conversation and to be encouraged to offer feedback and ideas, whether we’re part of a wider group discussion or having smaller chats with one or two of our colleagues. Being an active listener in a conversation actually only takes a few simple steps to reap big reward. Always maintain eye contact when another person is speaking; face their direction as they are talking; avoid looking at the phone or computer (which implies you’ve got elsewhere to be) and, most importantly, do not interject while a colleague is mid-sentence. Ask questions at appropriate times, and make sure the questions relate only to what is being said. Don’t plan out responses while a colleague is talking, as important points may be missed – don’t be afraid to take a minute after a colleague has spoken to process what they’ve said and respond accordingly. In fact, taking that pause will better demonstrate to colleagues our complete focus and attention to the conversation!

And if we aren’t 100% sure we understand what someone is saying, we must always ask for clarification to avoid miscommunication further down the track.

Be open to compromise

Enter into any conversation being open to compromise. We won’t always get the ideal outcome we want, but at the end of the day the best outcomes are the ones that can satisfy the needs of everyone involved as much as possible. We want our opinions and needs to be understood, just as our colleagues do. Having an ability to show empathy and willingness to compromise makes for fair communication and demonstrates that we are about the interests of the team, which makes for a positive and collaborative working environment. 

Communication is synonymous with connection. If we’re able to establish meaningful connections with our colleagues, both in the way we talk and the way we listen, we open up for a more cooperative, collaborative and more positive experience at work. Whether you’re an employee or employer and find yourself in a work situation that you’re unsure how to handle, our coaches are always available via MyCoach to offer advice and support.