Last updated on November 8, 2024 at 09:24 am

Miscommunication in the workplace can have expensive consequences. Studies show that poor workplace communication can cost companies millions annually. As we enter a new year, workplace dynamics continue to evolve, with hybrid models and remote teams becoming the norm.

Clear and consistent team communication strengthens relationships and enhances productivity. However, with scattered teams and a variety of communication tools, keeping everyone on the same page can be challenging. Organizations that don’t proactively address these gaps risk reduced employee engagement and lower performance.

Therefore, it’s important to question whether your team communication strategies are keeping up with the demands of modern work environments. While you figure out if they do, here are seven proven team communication strategies for workplaces that every business organization must know and include for better employee outcomes.

Best Actionable Tips to Improve Team Communication

A study by Haiilo reveals that 72% of employees don’t fully understand their companies because of a lack of internal communications strategy. This only means one thing: there is a significant gap that organizations need to address to improve workplace communication.

Let’s examine the top seven strategies for helping business organizations improve team communication skills and bridge this gap.

#Tip 1: Understand the Importance of Non-verbal Communication

Nonverbal cues are just as important as verbal communication for a thriving workspace. Body language and facial expressions are examples of nonverbal communication and frequently communicate emotions more effectively than words. When teams communicate in person or through video conferences, all of these indicators come into play.

If you want to establish a strong foundation at your workplace, it’s critical to understand that there are three main channels through which internal communication at work normally occurs:

• Verbal Communication: Conversations in person or over calls
• Non-verbal Communication: Body language, facial expressions, and eye contact
• Written Communication: Emails, chat messages, reports, presentations, etc

Among these, nonverbal cues often add meaning beyond words. For example, crossing one’s arms or not making eye contact can be signs of discomfort or disinterest. By observing these indicators, managers and team members can identify silent issues and take proactive measures to resolve them.

Building trust and minimizing misconceptions at work can be greatly aided by promoting attentive body language and active listening.

After all, people often respond to how things are said, not just what is said.

#Tip 2: Encourage Open Feedback Channels

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Establishing an environment where staff members feel comfortable providing feedback—whether constructive or positive—can greatly enhance teamwork. Feedback loops build transparency and trust and guarantee that information flows smoothly across all levels of the organization.

Research shows that 80% of employees who receive timely and meaningful feedback feel engaged in their work, while only 20% of those who don’t receive feedback report being engaged. This illustrates how critical feedback is to establish a motivated workforce.

Here are some ways to establish open feedback channels:

• 1:1 Meetings: Check in regularly with your employees to get an idea about challenges and come up with personalized feedback.
• Anonymous Feedback: Employees can voice their ideas without worrying about the consequences when using tools like Google Forms to fill out surveys.
• Suggestion Boxes: Use physical or digital suggestion boxes to give team members the confidence to express their ideas quietly.

Pro Tip: To demonstrate that employee input is valued, examine it frequently to check for trends or recurring problems. To improve this process even further, use a feedback appreciation program that rewards staff members for offering useful ideas.

#Tip 3: Utilize Technology for Better Team Communication 

In times of technological dominance, using the correct tools can turn mundane professional communication into active communication. With remote and hybrid work increasingly common, team members can communicate more easily and exchange information when they have the necessary technology in place to bridge the gap.

To help you utilize this tip most effectively, here are some essential tools that can elevate your team communication strategy:

• Instant Messaging Platforms (e.g., Microsoft Teams): These enable quick, real-time conversations, reduce email clutter, and expedite decision-making.
• Tools for video conferences (such as Zoom and Google Meet): Video calls encourage face-to-face communication, which improves nonverbal cue interpretation and makes conversations more personal.
• Project Management Software (e.g., Asana, Trello): Such software helps teams track tasks and communicate project updates effectively so everyone is aligned on goals and deadlines.
• Remote Employee Monitoring Software: Tools like Intelogos allow companies to track and analyze remote workers’ productivity, project progress, and overall performance. It provides insights through features like activity tracking, time logging, and reporting, enabling managers to support efficient and transparent remote workflows.

Comparison Table: Communication Tools Features

Organizations must ensure that their employees are fully trained to use these tools effectively. While this might seem like a no-brainer, only 32% of employees have received training on how to utilize unified communication and collaboration tools (HubSpot).

#Tip 4: Promote Inclusivity in the Workspace

Efforts around workplace diversity, equity, and inclusion (DEI) are gaining national attention. According to a recent Pew Research Center survey, 56% of employed U.S. adults believe that increasing DEI at work is a positive step.

You may wonder how team communication and inclusivity are related. It’s simple: When workers feel appreciated and part of the team, they are more inclined to communicate honestly, freely exchange ideas, and work together.

Here’s how you can encourage inclusive communication in your business organization:

• Create safe spaces for employees to share their thoughts.
• Actively seek input from employees of different backgrounds to acknowledge diverse perspectives.
• Provide DEI training that educates employees on respectful communication and unconscious biases.

#Tip 5: Set Clear Expectations and Goals

It’s crucial to set clear expectations and goals for your team. When every team member understands what’s expected, confusion reduces, and efforts align toward common objectives. It all comes down to this point: clear communication about roles, responsibilities, and goals keeps everyone on the same page.

Here’s how to set clear expectations effectively:

SMART Goals: When defining goals, use the SMART criteria (Specific, Measurable, Achievable, Relevant, and Time-bound).

Written Guidelines: Document processes and expectations to provide a reference point for team members.

Regular Updates: Schedule check-ins to review progress toward goals and adjust expectations as needed.

#Tip 6: Utilize Collaborative Tools for Team Projects

Teams that collaborate well and exchange ideas quickly increase productivity and creativity.  Collaborative tools facilitate smooth communication and provide a platform for joint problem-solving.

theEMPLOYEEapp simplifies communication and engagement, particularly for hybrid, remote, and deskless teams. With its all-in-one employee app, company intranet, and texting capabilities, it makes sure that every employee has easy access to the information and tools they need to collaborate and succeed.

Here are additional collaborative tools worth exploring for better team communication:

• Google Workspace: Enables real-time collaboration on shared documents, spreadsheets, and presentations.
• Miro: Offers a collaborative whiteboard for brainstorming and visualizing ideas together.
• Notion: Combines note-taking, project management, and team collaboration to keep information organized.

#Tip 7: Prioritize Team Building Activities 

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Strong relationships are the foundation of effective communication. By prioritizing team-building activities, you can strengthen bonds between team members and establish a sense of camaraderie and trust.

Since the COVID-19 pandemic, organizations worldwide have recognized the importance of team bonding, leading to a 2,500% increase in investments in virtual team-building activities.

Here are some ideas for effective team-building activities:

• Virtual Game Nights: Engage remote teams through online games, quizzes, or escape rooms.
• Workshops and Learning Sessions: Host skill-building workshops to help with employee growth while promoting collaboration.
• Wellness Programs: Offer yoga sessions, meditation breaks, or fitness challenges to improve employee well-being.
• Team Challenges: Encourage friendly competition with virtual or in-person challenges that promote teamwork.

Pro Tip: Schedule team-building activities regularly, not just as one-off events. Consistent efforts are the key to keeping communication channels open over the long term.

The Bottom Line

Effective communication is the foundation for building trust and collaboration within teams. Without it, businesses risk more than just misunderstandings. A recent report has found that ineffective workplace communication costs U.S. companies $2 trillion annually. No organization can afford to lose this much due to poor team communication skills.

That’s why businesses must evaluate and improve their team communication strategies consistently. Tools like theEMPLOYEEapp by Engagedly make it easier to engage remote, hybrid, and deskless teams by providing seamless access to key information and communication channels. 

Request a Demo for theEMPLOYEEapp today!

FAQs

1. What are the main barriers to effective team communication in a hybrid work environment?
Barriers include technological challenges, different communication styles, time zone differences, and a lack of structured processes.

2. How can I measure the effectiveness of my team’s communication strategies?
Measure effectiveness by tracking response times, employee engagement, feedback on practices, and rates of misunderstandings. Regular surveys and one-on-one check-ins can provide valuable insights.

3. How often should organizations evaluate their communication strategies?

Organizations should evaluate their communication strategies at least quarterly to identify areas for improvement.

4. How can team-building activities improve overall communication?
Team-building activities cultivate trust and rapport, which leads to better collaboration and open communication. When employees feel connected, they work together more effectively.

5. What are some cost-effective tools for improving remote team communication?
Cost-effective tools include Slack for messaging, Zoom for video calls, and Google Workspace for document collaboration. theEMPLOYEEapp is best for internal communication and collaboration in hybrid and remote settings.

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