How to communicate effectively at work: 5 tips to success

Communication seems simple, right? You just pass information from one person to another. But we’ve all been there when things go sideways. The truth is, communication isn’t always a straight line. It’s not just about facts and figures; it involves opinions, emotions, and relationships. Plus, we’re juggling all kinds of methods - face-to-face, phone calls, video chats, emails, texts... even messenger pigeons (okay, maybe not lately). With so many ways to connect, it’s no wonder miscommunications happen. Here’s how to avoid them at work and communicate effectively.

Why is communication important at work?

Effective communication at work boosts productivity, builds a positive work environment and improves innovation. Having good communication skills can help you build relationships with your colleagues and is considered a key leadership skill. Plus, those positive chats can do wonders for your emotional wellbeing.

How to be an effective communicator

Being an effective communicator is a two-way street, not only do you need to be able to communicate information clearly, but you also need to be able to receive and understand. 

Here are some ways  to improve your communication at work.

5 ways to effectively communicate at work

1: Communicate early and often: Being available and approachable

Why it’s important

It’s not just about talking to your team - it’s about creating a space where they feel comfortable talking to you. When you’re open and approachable, it sets the tone for how you want everyone to communicate. Whether you're a manager or not, being available and ready to chat shows your team how you want them to connect and collaborate.

How to do it:

• Be the person you would want to interact with - be friendly and positive.
• Ask your colleagues about the best ways to communicate with them.
• Be open when you have ideas or questions and encourage others to be as well.

2: Our parents were right: Civility is key

Why it’s important

Civility refers to treating others with respect, courtesy and politeness. When there is more civility in the workplace, workers feel more satisfied with their job and life in general.  When someone is rude to us, we’re not only likely to withdraw, but we are also more likely to return the rudeness or be less helpful to others. Even witnessing people being rude to others makes workers less comfortable.

How to do it:

• Make eye contact when you are speaking to someone or they are speaking to you. 
• Greet everyone, check in with them and say goodbye. Use people’s names (but not too much, that can feel a bit weird). 
• Respect everyone’s time by being punctual, waiting your turn to speak or act, and following through on commitments. If something comes up, apologise. 
• Say please and thank you, and acknowledge people’s work, share credit and offer praise. 
• Avoid negative gossip and speaking badly of others.
• Be open to cultural and individual diversity.

3: Pick the best method for the message: “This meeting could have been an email”

Why it’s important

There’s a reason that this has become an internet meme. No one enjoys meetings which could have been summarised in an email. On the other hand, sometimes a quick chat in person or by phone or video resolves an issue quicker than a long email thread.

How to do it:

Consider the best method to communicate in each situation, and respect everyone’s time. 

Meetings (in person or by video)

Good for:

• When you need an immediate decision
• Group input into complex issues 
• Building relationships / opportunity to see non-verbal communication (video calls are not quite as good as in person)
• Sensitive conversations

Downsides:

• Can take a lot of time
• Be disruptive to workflow
• Ideally have a specific agenda and a structured timeframe to prevent drifting off topic.

Email 

Good for:

• Sending information that doesn’t need a response
• Tasks that require time to complete / aren’t required immediately
• Passing on multistep questions or instructions
• Keeping a record of the interaction

Downsides:

• Tone can be easily misunderstood
• Not for urgent interactions
• Not for sensitive conversations

Chat programs

Can have individual, project or group chats

Good for:

• Targeting particular groups 
• Can be more casual/build relationships
• Is recorded

Downsides:

• May cause misunderstandings (as text based)
• May be disruptive to focus

4: Use plain language: Clarity is a virtue

Why it’s important

It is easy to assume that others will understand what we’re trying to say. Paying attention to the words we use and aiming for clear language decreases the likelihood of being misunderstood.

How to do it:

• Use direct language – say what you mean, avoid “fuzzy” language, e.g. Rather than “I need this ASAP” give a deadline “I need this by 1pm today”. 
• Be concise – focus on the information you want to share.
• Be wary of jargon or acronyms – the use of industry specific terminology can help technical communication, but only if everyone knows what it means.
• Be aware of your audience – use appropriate language for the situation and people

5: Consider body language: What are you really saying 

Why it’s important

Your tone and body language say a lot more than just your words—especially in person. Nonverbal cues help build relationships and back up what you’re saying.

How to do it:

• Smile – simple but effective, smiling improves our psychological wellbeing and encourages others to smile in return, building that relationship.
• Be genuine – we notice when someone’s body language doesn’t match their words. When there is a mismatch we can read that as deceptive.
• Learn how to actively listen – Active listening means paying attention and includes using nonverbal cues like nodding and prompting with “mm-hmm” to encourage people to continue.

Ways to avoid poor communication

Practice! Being a good communicator can take work, and it is something that you can get better at. The first step in improving communication may be to improve how you listen. Improving your listening skills one conversation at a time improves your connections and makes your next conversation easier.

The bottom line

Improving your communication at work has many benefits, including improving your relationships and your leadership skills as well as making you feel better. It is an ongoing process, so starting with even just one interaction or email is a great beginning. 

Related reads:

• Workplace boundaries: What are they and do we need them?
• Neurodiversity in the workplace

Reviewed by the healthylife Advisory Board March 2025.