12 Ways to be a Communication All-Star at Work

From the flashiest CEO to the humblest laborer, everyone communicates at work: with their superiors, their subordinates, their co-workers, their customers, their vendors...the list goes on and on. You might think it’s just the CEO who needs a top notch communicative skill set, but every member of an organization helps set the tone and mood in the workplace, so communicating well is everyone’s responsibility. Not much of a talker? No worries, even the most reluctant worker can benefit from this tool set:

1. Be relateable. Get to know your co-workers as individuals. Get into a habit of walking around the workplace and greeting people individually, engaging in brief informal chats. Show interest in your employees’ partners’ and customers’ lives and they will rally along with you. People rarely remember the words you say, but they always remember how your words made them feel.

2. Repeat the important stuff. Whether you’re rolling out a new slogan or trying to drive home some safety rules, bullet points and reiteration are your best friends. Make it easy for your listeners to stay tuned in to your message by repeating your key points in different ways until the message sticks.

3. Have a sense of humor. Everyone enjoys a laugh; humor helps people relax and open up. Bringing humor into any situation loosens up the mood and helps clearly convey your message. Don’t go overboard, however, or be risque...you don’t want to offend anyone.

4. Remember “listen” is a verb. Active listening is crucial to good communication. Active listening demonstrates respect and understanding and gives you an opportunity to articulate a response that is meaningful.

5. Respond promptly. Be it a co-worker, a customer, a vendor or boss, answer emails and return phone calls as fast as possible. When you build a reputation of responding quickly your team will feel appreciated, your customers will love you, and you’ll be rewarded with referrals, introductions, and happy team.

6. Always be “on.” You’ve always got people watching so be on best behavior and be prepared in everything you do. Great communicators are always prepared. Be like that.

7. Be clear. What, exactly, is “large?” Is it the size of a refrigerator or the size of a galaxy? Is it a hundred new clients or a hundred thousand? Using analogies and comparisons is a good way to keep everyone on the same page and avoid conflicts and misunderstandings and make sure everyone is envisioning the same end goal.

8. Flex. When communicating with others, you have to keep in mind that that sometimes you have to adapt to changing situations, even if it isn’t what you had in mind. You have a clear idea of what needs to be done, of course, but remember to be flexible and adapt readily to changes in the plan.

9. Be present. The best communicators are here, in the present moment, and not thinking all over the place. Being present opens a channel for energy to flow and for your cohorts to feel heard and understood. Eliminate distractions and give the gift of your attention to the people you are talking with.

10. Be authentic. Use language and ideas that are uniquely yours and let them come through when you are speaking. You are not a parrot, and copying/dictating dry corporate material may be professional but it isn’t authentic. Find your own way of bringing information to your team, especially of you are in a leadership position; people are more willing to follow real leaders than corporate puppets.

11. Write it down. Telephone and in-person conversations are important but some information sharing requires backup. Write down meeting notes. Email follow-ups; especially when you make a request for someone to do something for you. Keeping records not only helps you remember but also covers you in the case of co-worker memory failure.

12. Ask before you speak. Instead of risking misinterpreting what a team member of client is thinking, ask. Don’t assume anything. Asking, talking, and clarifying lead to better, more direct and efficient communication.

Communication at work is part art, part science, and all human. Use these tools to help you be effective communicator no matter what your position.