Best Practices for Effective and Engaging Communication in the Workplace

Did you know that 61% of employees are likely to leave their jobs due to poor communication in the workplace? No matter the environment, good communication helps things run smoothly, builds trust, and keeps everyone on the same page. But what does “effective communication” look like, and how can we make it engaging for everyone involved?

June is Effective Communication Month, so let’s look at some best practices that work across all types of workplaces. Spoiler alert: it’s not just about sending emails or holding meetings. It’s about making communication meaningful, efficient, and engaging.

Know Your Audience

First things first: communication isn’t one-size-fits-all. Whether you’re talking to the front desk team in a hotel, your coworkers in a tech startup, or employees on the factory floor, understanding the audience is key.

• Tailor Your Message: A technical briefing for engineers might require more jargon and detailed analysis, while a quick update for cleaning staff might focus on clear, simple instructions.
• Choose the Right Channel: A quick text might work for a shift change in a restaurant, but for a big update at a law firm, an email or meeting might be more appropriate. In-person conversations can be more effective when you need to gauge reactions and clarify points immediately.

The more you understand the people you’re communicating with, the more effectively you can get your message across.

Be Clear and Concise

In any workplace, clarity is key. But sometimes, especially in a busy environment, we tend to overcomplicate things. Whether you’re giving a safety briefing or presenting a marketing plan, remember the golden rule: keep it simple.

• Avoid Jargon: Unless you’re sure your audience is familiar with industry-specific terms, try to explain things in plain language. If you’re talking to a maintenance team, for example, it’s better to say, “Check the oil levels,” than “Conduct lubrication system assessments.”
• Stick to the Point: Long-winded speeches and drawn-out explanations can lead to confusion. Get straight to the heart of what needs to be communicated, and don’t overload people with unnecessary details.

The goal is to ensure that your message sticks, not that people have to ask for clarification later.

Listen Actively

Communication isn’t just about talking, it’s also about listening. It’s easy to think that getting your point across is the most important thing, but effective communication is a two-way street. Active listening is essential, especially in environments where team coordination is critical.

• Acknowledge What’s Being Said: Show that you’re listening by nodding, maintaining eye contact, or using verbal cues like “Got it” or “I understand.”
• Ask Questions: If something isn’t clear, ask for clarification. This ensures you’re on the same page and prevents misunderstandings down the line.

When people feel heard, they’re more likely to engage and respond with useful information.

Be Empathetic and Considerate

Empathy is crucial, no matter what kind of work you do. Whether you’re in a retail environment or at a construction site, people want to feel like their thoughts and concerns are respected.

• Consider Emotional Impact: In sensitive situations, like giving feedback or addressing a mistake, choose your words carefully. Instead of pointing out flaws, focus on solutions or ways to improve.
• Encourage Open Communication: Create an environment where people feel comfortable sharing their ideas, concerns, and even mistakes. If employees or team members feel that their thoughts are valued, it fosters trust and open communication.

Being empathetic helps avoid conflicts and build stronger relationships within the team.

Use Visual Aids When Necessary

Especially in fast-paced work environments, visuals can often communicate much faster than words. Whether you’re giving instructions to warehouse workers or showing your team how to use new software, visual aids can be a game-changer.

• Charts and Diagrams: These can be incredibly helpful for breaking down complex information in a way that’s easy to digest.
• Step-by-Step Guides: For tasks that require multiple steps, a visual checklist or infographic can be incredibly useful to make sure everyone is on track.

Visuals aren’t just for office settings. They’re effective from the kitchen, to the shop floor, to the call center.

Use Technology Wisely

Most workplaces are plugged into some form of technology. Whether you’re using project management tools, emails, or team chat apps like Slack, these platforms can boost communication—but only if used effectively.

• Be Mindful of Tone: In digital communication, it’s easy to misinterpret tone. If you’re sending a message to a colleague about a task, be sure to be clear and polite to avoid misunderstandings.
• Keep It Organized: If you’re communicating across different channels (email, chat, video calls), keep everything organized. This prevents important messages from slipping through the cracks and makes it easier to track progress.

Whether you’re remote or in person, technology should make communication easier, not harder.

Encourage Feedback and Collaboration

Communication should be a collaborative process. Encourage feedback from your team and provide opportunities for everyone to contribute.

• Set Up Regular Check-Ins: Even in non-office settings, regular meetings, or check-ins (in-person or virtual), ensure that everyone’s on the same page and that problems are identified early.
• Foster a Team-Oriented Approach: Encourage employees to communicate and share ideas with each other, especially in areas where collaboration is key to success.

This makes sure the entire team feels invested in the communication process, rather than just receiving orders.

Be Transparent

Finally, transparency goes a long way in building trust. Whether you’re discussing company goals, safety procedures, or employee performance, openness and honesty are essential.

• Keep People Informed: Don’t leave anyone in the dark. Regular updates, whether in a manufacturing facility or a remote customer support team, ensure that everyone knows where things stand.
• Own Up to Mistakes: If something goes wrong, be transparent about it. People appreciate leaders and colleagues who are honest and willing to own up to errors.

Transparency builds a culture of trust and respect, which leads to more open and effective communication.

Wrapping It Up

Effective communication is the backbone of any successful team, no matter where you work. By being clear, empathetic, and engaged, you can create an environment where everyone feels heard, understood, and motivated. Whether you’re working in a bustling office, on a construction site, or from your kitchen table, applying these practices will make a world of difference in how you communicate with your colleagues and clients.

So, put these tips into practice, and get ready for a more connected, productive workplace!

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References

“36 Workplace Communication Quotes to Inspire Your Team.” 9/22/22. Accessed 6/2/25. https://www.trinet.com/insights/workplace-communication-quotes 

Ballard, Jason. “Mastering The Art Of Effective Communication: Building Productivity And Collaboration.” Forbes. 5/20/24. Accessed 6/2/25. https://www.forbes.com/councils/forbescoachescouncil/2024/05/20/mastering-the-art-of-effective-communication-building-productivity-and-collaboration 

Fischer, Emma. “Employee Communication Impact Report 2024: Internal Comms Concerns Flagged & Solutions Offered.” Staffbase. Accessed 6/2/25. https://staffbase.com/blog/employee-communication-impact-2024 

“It’s cool to be kind: The value of empathy at work.” McKinsey & Company. 2/28/24. Accessed 6/2/25. https://www.mckinsey.com/capabilities/people-and-organizational-performance/our-insights/its-cool-to-be-kind-the-value-of-empathy-at-work 

Richmond, Jason. “Five Strategies To Transform Workplace Communication.” Forbes. 2/13/25. Accessed 6/2/25. https://www.forbes.com/councils/forbesbusinesscouncil/2025/02/13/five-strategies-to-transform-workplace-communication