Communicating effectively at work can sometimes feel like navigating a minefield…
Whether you’re presenting to a room full of stakeholders or just trying to ask Dave from Accounts where the biscuits are kept, good communication is an essential part of every workplace. Not sure what it actually means to be a good communicator? We’ve got you covered.
Here’s everything you need to know about communication skills, and how you can improve them at work:
What are communication skills?
Communication skills are the tools you use to give and receive information. It sounds simple, but it covers a huge range of activities – from speaking and writing to listening and even your body language.
In the workplace, these skills determine how effectively you can convey your ideas, understand instructions, and build relationships with your team. They are the difference between a project running smoothly and total chaos ensuing because nobody knew the deadline was yesterday.
These fall under the umbrella of soft skills, which are personal attributes that enable you to interact effectively with other people. While hard skills (like coding or accounting) get you the interview, soft skills often get you the job.
What are interpersonal skills?
While communication skills are about the act of transferring information, interpersonal skills are about how you interact with others while doing it.
Think of interpersonal skills as the ‘people skills’ part of communication. It’s not just about what you say, but how you make people feel when you say it. Are you approachable? Do you listen? Can you handle a disagreement without throwing your toys out of the pram?
Employers value these highly because they build trust and collaboration. If you have strong interpersonal skills, you’re likely the person everyone wants on their team because you make the work environment better just by being there.
Interpersonal skills examples
If you want to highlight these on your CV or in an interview, here are a few key examples:
- Empathy: Understanding and sharing the feelings of others.
- Conflict resolution: The ability to find a peaceful solution to a disagreement.
- Teamwork: Collaborating effectively with others to achieve a common goal.
- Patience: Staying calm when things (or people) take longer than expected.
- Flexibility: Adapting your communication style to suit the situation.
What are interpersonal skills?
What is effective communication?
Effective communication happens when your message is received and understood exactly the way you intended it. It’s not just about talking; it’s about ensuring the other person actually gets it.
It involves clarity, brevity, and active listening. If you ramble on for ten minutes and the other person walks away confused, you haven’t communicated effectively – you’ve just made noise. Effective communication minimises misunderstandings, saves time, and boosts productivity.
It applies to both verbal and written interactions. Here are some examples of each:
Examples of verbal communication skills
Verbal communication is often what people think of first – covering face-to-face chats, phone calls, and Zoom meetings.
Here are some examples of good verbal skills:
- Clarity: Speaking clearly and avoiding jargon (unless Dave from Accounts really loves it).
- Confidence: Speaking at a steady pace and volume.
- Tone: adjusting your tone to suit the audience (e.g., professional for clients, casual for the work BFF).
- Active listening: Paying full attention to the speaker instead of planning your lunch.
Examples of written communication skills
With remote working on the rise, written communication is more important than ever. Emails, Slack messages, and reports are how most business gets done.
Here are the traits of strong written communication:
- Conciseness: Getting to the point quickly. Nobody wants to read an essay to find out the meeting time.
- Tone: ensuring your text doesn’t sound angry or sarcastic (emojis or exclamation marks can help in some situations, but use sparingly).
- Grammar and spelling: Proofreading to ensure you look professional.
- Structure: Using bullet points and headings to make information digestible.
How to improve communication skills in the workplace
So, you know what they are, but how do you actually get better at them? It’s not something that happens overnight, but with a bit of practice, you can transform from an awkward mumbler to a communication pro.
Here are six practical steps to improve your communication skills at work:
1. Practice active listening
Listening is half of communication.
Active listening means you aren’t just waiting for your turn to speak. You are fully engaged with what the other person is saying.
To do this, put your phone away, maintain eye contact, and nod occasionally to show you’re still with them. When they finish speaking, try paraphrasing their point back to them (‘So, what you’re saying is we need to order more post-its?’). This confirms you understood and makes the speaker feel heard.
2. Tailor your message to your audience
You wouldn’t speak to your CEO the same way you speak to your best mate (we hope).
Effective communicators adjust their style based on who they are talking to. If you’re explaining a technical problem to a non-technical manager, skip the jargon and focus on the business impact. If you’re chatting with a peer, you can be more casual.
If you’re stuck – read the room. If someone looks confused, pause and ask if they need clarification. If they look bored, speed it up.
3. Work on your body language
Your words might say ‘I’m happy to help,’ but if your arms are crossed and you’re frowning at the floor, your body is screaming ‘Go away.’
Non-verbal cues make up a huge part of how we interpret messages. To appear open and confident, stand (or sit) up straight, make eye contact, and keep your arms uncrossed. Even on a video call, looking into the camera rather than at yourself on the screen makes a difference.
And, remember to smile.
4. Be concise
Time is money, and your colleagues are busy. So don’t use ten words when two will do.
Before you send that email or speak up in a meeting, ask yourself: what is the key point I need to get across? Then stick to that, avoid waffling, filler words (like ‘um’ and ‘ah’), and unnecessary backstory.
The BRIEF acronym is a great tool for this:
- Background: Quick context.
- Reason: Why are you communicating?
- Information: The key details.
- End: Closing statement.
- Follow-up: What happens next?
5. Ask for feedback
You can’t fix what you don’t know is broken.
If you’re worried about your presentation skills or how you come across in emails, ask a trusted colleague or manager for honest feedback. Ask specific questions like, ‘Did I speak clearly in that meeting?’ or ‘Was my email about the project easy to understand?’
Be open to what they say. It might sting a little if they tell you that you mumble, but it’s the only way you’ll improve.
6. Manage your emotions
It’s easy to communicate well when everything is going swimmingly. It’s much harder when you’re stressed, angry, or tired.
If you receive an email that makes your blood boil, don’t reply straight away. Instead, step away from the keyboard. Go for a walk. Make a tea. Listen to calming ocean sounds. Then write your reply when you’ve calmed down (and have stopped seeing red).
Emotional responses are rarely effective and often unprofessional – and learning to pause before reacting gives you time to formulate a clear, constructive response rather than one you’ll regret.
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Frequently asked questions
How can I improve my public speaking?
Public speaking is a common fear, but practice helps. Start small by speaking up more in team meetings, preparing your points beforehand so you don’t freeze. You can also join groups like Toastmasters or take a presentation skills course to build confidence in a supportive environment.
What if I’m naturally shy?
Being shy doesn’t mean you can’t be a great communicator. In fact, shy people are often excellent listeners. Focus on preparation – if you know your stuff, you’ll feel more confident speaking. Written communication might also be your strong point, so lean into that where possible.
How do I deal with a bad communicator?
We all know one. They send vague emails or talk over everyone. The key is patience and clarity. If their email is unclear, reply with specific questions: ‘Just to clarify, do you need this by Tuesday or Wednesday?’ If they interrupt, politely hold your ground: ‘I’d just like to finish my point.’ Model the behaviour you want to see.
