14 Top Workplace Communication Skills and How to Improve

Communication skills are of immense value in both professional and personal lives. While some people have these skills naturally, others need more time to develop them. They give us the ability to present and receive important information while avoiding confusion and ambiguity.

The most crucial role of communication is that it helps to effectively share and interpret thoughts and emotions. In addition, it enables us to successfully navigate different types of discourse, depending on the place and situation.

Effective communication skills allow you to establish yourself as an excellent communicator in the workplace. It makes you a compelling performer, colleague, and leader. Effective communication is a decisive factor for success and professional growth.

While discussing them in detail, we will cover the following topics in this article:

• The importance of communication skills in the workplace
• The difference between the four main types of communication
• The most valuable and in-demand skills
• Ways to develop and improve your communication skills
• Demonstrating these skills as a job applicant
• Tips for staying clear, concise, calm, consistent, and more. 

Why are Communication Skills Essential?

Employees at all levels of the organization need good communication skills. They ensure a better understanding of people and situations and help avoid conflicts and misunderstandings.

Effective communication boosts productivity by streamlining daily workflows and facilitating knowledge sharing. These skills are essential at the leadership level, where they empower decision-making and problem-solving, strengthen business relations with partners and stakeholders, and ensure interdepartmental collaboration.

For company heads, it helps build a professional image and foster a culture of inclusiveness and innovation. That contributes to employee engagement, stops outstanding performers from leaving, and boosts customer retention. 

Types of Communication Skills

Expressing yourself effectively through verbal and non-verbal messages is an essential aspect of good communication skills. Writing is another form of communication, as are speaking and reading in visual language.

These are the four main types of communication.

Verbal

Every time you are speaking, you are using verbal communication. As a proficient speaker, you learn to recognize and employ verbal nuances such as inflection, tone, and pronunciation.

Nonverbal

Body language is a key part of nonverbal communication. Posture, facial expressions, and eye contact are examples of nonverbal communication that everyone understands. Nonverbal cues are as important in communication as verbal messages. 

Written

Written communication does not qualify as non-verbal language because it relies on grammar as verbal communication does, but it uses the written word instead of voice to send the message.

Visual

If a message is transmitted via visual signs other than text, we call that “visual communication.” Some examples of this are graphs, charts, drawings, and different types of visual art.

Top Communication Skills

They will help you not only better understand the surrounding people but also understand yourself and express your emotions properly when the situation requires it.

Some of the top communication skills include the following:

Active listening

To practice active listening, make the other person the center of your attention. Remove all distractions and focus on what the other person is saying. Try to ask follow-up questions and paraphrase for clarification.

Suitable communication method

Different situations, people, and social contexts require various means of communication. Knowing how to choose the most suitable and effective method is a skill‌. For example, you would not text your CEO, just as you would not send a letter to your officemate.

Friendliness

Do not forget to be kind, thoughtful, and polite when communicating. You should always pay attention to the other person’s feelings, regardless of whom you are talking to. Friendly behavior fosters trust and understanding. Remember to ask your colleagues how they are, show interest in their work, and try to bring positivity to the work environment.

Confidence

Confidence is of immense importance in the workplace. When communicating with your coworkers, you should be able to confidently present your ideas, speak clearly, and avoid doubting your answers. Prepare in advance so that you can answer any questions confidently. As a result, people will pay attention to your words and trust your judgment.

Empathy

Excellent communication skills also imply empathy, which is the ability to understand and respect the other person’s emotions, even when they are angry or frustrated. Empathy is valuable when you need to de-escalate a conflict, relieve someone’s worries, encourage someone, or use someone’s good mood in your favor.

Reflection

Always try to comprehend what someone is saying. Like active listening, reflection skills can help you comprehend the true meaning behind someone’s words and give you time to organize your thoughts and communicate your ideas accordingly.

Clarity

Be clear and concise in your communication. Do not use extra words or unnecessary details. Rambling is unprofessional, and you should overcome that. Also, to maintain clarity, you may write your thoughts down before communicating them to others. Be aware of your pitch, accent, and phrasing while speaking.

Sharing constructive feedback

Giving feedback is important to acknowledge the efforts and talents of others. Just as accepting feedback gracefully is important, giving feedback is equally important in a work environment. It is fine to confront people about their mistakes; however, it has to be done respectfully. Yelling or expressing frustration through passive-aggressive behavior will only make the other person feel inferior and agitated. Instead, feedback should be constructive, beneficial, and shared with the best intentions.

Non-verbal communication

Non-verbal communication is also referred to as “body language,” as it allows us to express ourselves through physical cues such as eye contact, nodding, or other gestures. Because such cues often contribute additional meaning to our verbal communication, you should always pay attention to non-verbal communication. Similarly, you must be aware of the non-verbal signals you send to other people while communicating with them.

Responsiveness

Being responsive is valuable in both private and professional settings. In the workplace, it is always better to respond to simple queries immediately. If you cannot respond immediately, it is good practice to acknowledge that you have received the query and will respond soon. It shows professionalism and respect for others’ time.

Communication effectively under stressful situations

Improving your stress management will consequently improve your communication skills. In stressful situations, we might lack clarity of opinion and send the wrong nonverbal cues. Therefore, learning to communicate with clarity under stress is an important aspect.

Presentation skills

A successful presentation does not rely only on the number of slides and their contents. You must first learn to overcome any stage fright and then practice public speaking and improvisation techniques. Developing a good understanding of the topic will also help overcome anxiety and improve presentation skills. 

Writing skills

Poor writing skills affect efficiency and can cause misunderstandings between coworkers. They also negatively impact your professional image. People will not take you seriously if you make grammatical mistakes and cannot express your ideas effectively through writing, especially in formal correspondence.

Asking questions

By asking questions, you are signaling that you are interested in what the other person is saying, but that’s not enough. Though subtle, the difference between open-ended and closed questions is just as significant, as it allows you to encourage sharing and learn more about the topic at hand. Open-ended questions encourage others to share their opinions, while closed-ended questions should be asked when you need exact answers.  

How to Improve Your Communication Skills?

Special attention must always be paid to improving communication skills. Not only are they crucial for professional growth, but they also improve the overall quality of life in the office and beyond.

Here is how to become a better communicator:

Observe good communicators

Think about the people in your life that you enjoy talking to and try to determine what makes them excellent communicators. Is it a particular character strength, a sort of talent, or a combination of both? Then, if you feel comfortable around this person, you can ask them for help and advice.

Practice oral communication

We spend our whole lives using words, but we rarely analyze how we use them. When someone does not understand our needs, we usually do not blame ourselves. That is why it is necessary to do your best to try to stay aware of how we communicate and how our words impact others. 

Think before you speak

Try to always be prepared before speaking and communicating your thoughts. Do proper research before a presentation or a meeting to be well prepared for any discussions and questions. Also, during a conversation or interview, it is always acceptable to ask the other person to give you some time to think about the question before answering. Thinking and analyzing your response before responding is always a useful trait. 

Be ready for different answers

Being ready for different perspectives helps you respond effectively when faced with an unexpected confrontation. It is a good idea to think about other perspectives that might be different than yours when you communicate with others. Then, you will be better prepared to respond and complete the conversation successfully.

Find opportunities to engage in communication

The best way to learn a foreign language is to go to a country where nobody understands you. The same is true for communication skills. Therefore, you should actively pursue situations where you need these skills. It will give you enough opportunities to improve.

Attend workshops

Many of us continue to work remotely because of the COVID-19 pandemic. If that is also the case with you, staying alone at home will hardly make you a better communicator. Alternatively, you can join a workshop where you can learn to improve your communication skills through various activities and practice sessions.  

Wrapping Up

Whether you are in an entry-level position, a mid-career professional, or the head of a company, no matter what stage of your career you are in, effective communication skills will always be relevant and important to have. 

Active listening, understanding non-verbal cues, and communicating with clarity are some of the characteristics of eloquent people. Good communication skills can boost your everyday efficiency, help you express your ideas, opinions, and concerns effectively, and empower you to conduct yourself as a true professional who knows and respects other people’s worth. 

About This Article

Authored by:

Zhaniece Hill

Human Resources Specialist | Masters of Business, MBA, BAS Operations Management and Supervision

Zhaniece Hill, an accomplished author, and writer, possesses an extensive 9-year journey as a seasoned Human Resources professional. With a Master's degree in Business Administration, Hill's profound insights into human capital management have been shaped by a diverse background spanning public and private sectors. Expertise in talent acquisition, onboarding, employee engagement, and benefits define Hill's remarkable HR acumen. With an unyielding focus on results, Hill's legacy is characterized by innovative HR solutions that elevate employee satisfaction, retention, and overall business performance. Continuously seeking fresh challenges, Zhaniece Hill utilizes her expertise to create a lasting impact in the realm of HR.