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Effective communication can have a significant impact on the success of your organisation. But effective team communication only happens in a positive environment where team members can speak freely. 

And unfortunately, not all teams can achieve this easily. 

This is because some managers fail at understanding their team’s communications style, preferences and ways. 

However, when managers make the right efforts to ensure easy flow of information within their teams, communication becomes seamless. 

7 tips to Ensure Effective Communication

Since communication can never be one-way within a team, it is important to keep the receiver in mind at all times. It’s not just about what you are saying, but how you say it and to whom. 

#1 Listen Actively 

Good listening can make or break communication. When you actively listen, you pay attention to the other person’s needs and wants. This is important for effective communication because it ensures that the speaker feels heard and understood. 

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#2 Create Communication Style Guides

Each team member communicates in their own style. A quick tip to effective team communication is incorporating each team member’s unique style in your communication guidelines. But this process does not have to be very complicated for you. It could be as simple as using Gifs, or customised avatars.

When you use communication styles primarily to understand how individuals prefer to communicate, it becomes a tool to help employees and managers anticipate and “lean in” to their co-workers’ communication styles. – Kenneth Harris, Consultwebs

#3 Conduct regular meetings

Regular meetings provide a platform for team members to openly interact and discuss ideas. This is essential especially for remote teams and new hires. It is the manager’s responsibility to provide teams with a space that is free from distractions and offers a space to talk. You can also use these meetings as a way to get feedback on your current communication processes and be open to suggestions. 

#4 Provide Feedback

Feedback should be approached as a way to present team members with their strengths. It is important to maintain a level of honesty in conversations, however, you should focus your feedback on ‘how to improve’ rather than straight forward criticism. 

By providing constructive feedback focused on the positives, you will create a loop of positive feedback culture. 

#5 Be attentive to Paralanguage

Paralanguage includes all non-verbal things you say. For example, pitch of your voice, hesitation in conversations, body gestures, etc. All of these elements when combined together can greatly impact communication. 

When communicating with team members, it is ideal to keep your facial expressions clear and easily readable. You should also match the tone of your voice with the message that you’re trying to convey. Paying attention to the little details will help keep your team’s communication well aligned. 

Communication

#6 Ask about expectations

Instead of plainly defining them, ask your team about their communication preferences and choices. When developing effective communication processes, it is best to ask your team how and when they would like to communicate. 

For instance, some team members would want to communicate on Slack, while others might want to do it through Whatsapp – these are just decisions that will become easier once you involve team members in the process. 

#7 Be open to small changes

From time to time, you will have to incorporate small changes in your communication guidelines to suit the needs of your team at the moment. 

One of my employees has a speech impediment and finds he’s less anxious when he can send me status updates and reports via email or Slack rather than a phone call. So I allow that. Making small accommodations for those who need them can go a long way toward building morale and creating a more inclusive workplace culture. – Amine Rahal, Regal Assets

Conclusion

For effective communication within teams, you will need to look beyond the words. 

Open and honest communication can only truly exist in an environment where team members feel their most comfortable. And having strong guidelines in place fosters this very culture. Encourage your teams with acts of positivity and appreciation and enable effective communication. 

 

Poorvi Naithani

Content Marketer

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