How to improve communication in the workplace

Some teams just work. Ideas flow, problems get solved quickly, and collaboration feels effortless. Others, despite having talented people, struggle to stay aligned. More often than not, the difference boils down to one thing: communication. 

Communication is the glue that holds teams together. It shapes relationships, keeps projects on track, and creates an environment where people feel respected, included, and motivated to do their best work. 

What is the importance of effective communication in the workplace? 

No strategy, however clever, can succeed if it isn’t communicated clearly. Communication sits at the heart of every successful business. It’s how we share ideas, give and receive feedback, resolve challenges, and move forward together. 

Done well, it builds trust, reduces mistakes, and ensures that everyone is pulling in the same direction. Done poorly, it causes confusion, duplication, and a culture where people feel disconnected and undervalued. 

What are the communication styles in the modern workplaces? 

Workplace communication takes many forms, each serving different purposes: 

• Formal channels: This includes structured meetings, official emails, and company-wide announcements. These provide clarity on important matters and create a record of decisions. 

• Informal exchanges: Often happens during lunch breaks, quick chats before meetings, or through casual messaging platforms. While less structured, these interactions often spark creativity and strengthen team bonds. 

• Visual communication: Through graphs, charts, and presentations helps simplify complex information and makes data more digestible. 

• Non-verbal cues: Such as body language, facial expressions, and tone of voice often communicate more than words themselves, even in virtual settings. 

• Written communication: Documents, reports and notes offer permanence and allow people to revisit or digest information at their own pace. 

What are the pillars of effective workplace communication?

1. Active listening

Listening is more than staying quiet while someone speaks, it’s about really paying attention. That means holding back on jumping in with a reply, noticing what isn’t said, and asking thoughtful questions that show you care. It builds trust, surfaces hidden concerns, and helps teams operate with greater honesty and care.

2. Clear and concise messaging

The best communicators aren’t the ones with the biggest vocabulary; they’re the ones who make things easy to understand. Whether you’re writing a project brief or updating your team, keep it concise and to the point. Avoid jargon, focus on structure, and always check for understanding.

3. Regular check-ins

Don’t wait for things to go wrong to touch base. Consistent, well-paced check-ins, whether they’re weekly team meetings, monthly one-to-ones or informal five-minute chats, help build rhythm and trust. They keep everyone in the loop, make space for feedback, and create a culture of ongoing alignment.

4. Transparent information sharing

People want to feel involved, not kept in the dark. That doesn’t mean sharing everything, but it does mean offering context, explaining decisions, and being open about the ‘why’ behind the ‘what’. Transparency fosters inclusion and gives people a stronger sense of ownership in the work they do.

5. Feedback culture

Constructive, helpful feedback should be part of everyday working life, not something reserved for annual reviews. Done well, it empowers people, sharpens performance, and celebrates the wins that matter. Encourage everyone to give and receive feedback, upwards, sideways, and across teams.

6. Communication tools and protocols

With so many digital tools available, it’s easy for things to get noisy. Agree on which channels to use for what, for example, instant messaging for quick questions, emails for updates, video calls for deeper discussions etc. Set expectations around response times and protect focus time wherever possible. 

How to overcome common communication barriers 

Even with the best intentions, communication can falter. Here’s how to address common obstacles: 

• Remote working challenges: Encourage the use of video for important conversations and establish regular check-ins. 

• Information overload: Prioritise messages, batch communications where possible, and respect colleagues’ focus time. 

• Hierarchical barriers: Create safe spaces for upward communication and demonstrate that all voices are valued regardless of position. 

Introducing Moneypenny 

Here at Moneypenny, we’ve made a name for ourselves by being brilliant at communication. Whether it’s Telephone Answering, Live Chat, or Bespoke Customer Support, we handle thousands of conversations every day for businesses of all shapes and sizes. 

By letting us take care of your external communication, you can focus on building brilliant internal ones. Give us a call today on 0333 202 1005 to learn more about how we can help your business.