Transparent communication is key in many situations throughout life, including workplace conflicts. The ability to be honest yet tactful is something professional mediators often tout since it helps team members address the real problem(s) and move forward in a healthy way. Learn more about the connection between conflict resolution and communication as you think about your own workplace.
Why Workplace Communication Matters
Effective communication is important in any work environment, as it helps team members exchange ideas, understand tasks and projects, ask insightful questions, and thoroughly train new hires.
Feeling heard and understood in the workplace often proves invaluable, because it contributes to employee retention, timely project completions and other production benefits, and even higher revenue. Conversely, miscommunication often results in missed deadlines, team member arguments, and monetary losses.
Types of Communication
Successful workplace communication involves utilizing the numerous forms of communication available. Here are the different types of communication and how to use each type effectively:
Verbal Communication
Quality verbal communication includes engaging in active listening, using a strong and clear speaking voice, and abstaining from using industry jargon and “filler words” such as “um” and “uh.”
Visual Communication
Keeping the audience in mind before choosing visual communication options such as images, charts, graphs, and 3D models is key. It is also important to use visuals only when they apply to the situation and therefore have value, and when they are easy for the audience to understand. It is a good idea to ask the opinion of others regarding which visuals to utilize.
Nonverbal Communication
Such communication concerns awareness of how employees physically feel and their body language. It is also important to be self-aware of body language, such as whether the arms and legs are crossed, and the amount of eye contact going on.
Written Communication
Emails, text messages, memos, inter-department letters…these are merely a few examples of written communication. The best-written communication is clear and succinct and does not focus on tone.
Reviewing the words before sending is necessary to avoid everything from typos to misspellings to unclear sentences. Depending on the urgency level, it might be best to wait a day or so before sending messages, notes, letters, etc.
Common Attitudes About Workplace Conflict
When a conflict arises in a professional environment, team members can react in ways that do not contribute to an efficient resolution. It is not uncommon for employees, managers, and other team members to react defensively, which can involve going out of their way to defend themselves and possibly making offensive comments or statements.
Another typical reaction is to ignore the issue completely and hope that it goes away. Confrontation is not the easiest thing for many people and they might do whatever they can to sidestep it.
Other reactions can include “having to win.” As with defensive reactions, trying to win an argument at any cost is something insecure individuals engage in. They take conflicts or arguments as slights against them as people. Rather than questioning their worth, they have over-the-top reactions that can cause more workplace tension and strife.
While explosive reactions can occur immediately from a defensive or winner-take-all attitude, avoidance tactics can cause similar issues. As tension worsens, the involved parties might feel increasingly resentful and agitated. This can result in a serious blow-up over something that has nothing to do with the actual issue because tensions are at a peak level.
Tips For Improving Workplace Communication
What are some of the ways to enhance workplace communication and therefore expedite conflict resolution processes? A few tips include:
Engage in Active Listening
The more team members actively listen to what others are saying, the less chance there is for miscommunication and possibly conflict. This type of listening requires blocking out distractions such as phone notifications and focusing exclusively on what the person in front of you is saying.
Be Mindful of Nonverbal Cues
Body language and tone can speak volumes. Does the team member sound sarcastic or irritated? What about upset or hurt? How is their body language–are their arms crossed in a defensive manner? Do they show any other signs of agitation, such as tapping their foot on the floor?
Offer Constructive Feedback
Any feedback should be issued in ways that won’t cause defensive reactions, such as focusing as much on what a team member did right as well as what needs improvement. This typically inspires the employee to do better instead of making them feel bad or resentful.
Participate
Actively engaging in team meetings and similar situations boosts communication skills. This can involve taking notes, asking relevant and insightful questions, and actively listening to others.
Consider Which Communication Method is Best
Some workplace communications are best over email, while others require team meetings or one-on-one interactions. Others are best left to communication channels, such as those used in Slack and similar online work tools.
Make Efficiency an Ongoing Goal
Improving workplace communication requires eliminating anything unnecessary. A team meeting, for example, should not include recycling the previous meeting’s agenda or inviting those whose talents can be best used elsewhere. Other efficiency tips include canceling gratuitous meetings, starting and ending meetings on time, and ensuring all workplace communication tools are functional.
Examples of Successful Workplace Communication
Since the connection between conflict resolution and communication is absolute, what are some examples of outstanding workplace communication? Let’s review a few examples, including those involving a conflict:
Example A: Accessible, Organized Manager
A manager who oversees a team of 15 people creates detailed guides for each project. The manager lets employees know that asking questions is encouraged and they are reachable through Slack. The manager also tells employees when they will have “open door” time in the office for questions.
This type of manager is one that employees love! This type of manager provides direct and detailed instructions and they are available to answer questions as needed. Team members want to know they can ask questions and receive timely responses since it helps them remain productive.
Example B: De-Escalating Teammate Conflict
Team Member #1 incorrectly assumes Team Member #2 has a problem with them because Team Member #2 never answers emails quickly. The first team member’s resentment increases, eventually resulting in a minor spat about a project. The second team member reacts in a calm manner, saying they are unaware of the first employee’s issue and will strive to answer emails more efficiently. The first team member calms down and thanks the second member for staying rational and sincere.
By reacting patiently, the second team member diffused the situation and prevented further conflict. They acknowledged their role in the problem–not answering emails efficiently–-which the first team member appreciated. As a result, both will communicate more effectively with each other in the future.
Example C: Active Listening During Meetings
A manager schedules a weekly team meeting at the beginning of each work week. They take 10 minutes for employees to discuss any issues they have, any questions, and any suggestions. The remaining 20 minutes of the meeting are dedicated to the week’s goals and any relevant announcements.
In this instance, the manager stays on track instead of getting distracted by personal stories or irrelevant information. This allows team members to return to work knowing what they should focus on for the week.
Empathy and Other Benefits of Better Communication in the Workplace
Effective workplace communication results in a more harmonious work environment. Employees feel heard and respected, and develop more empathy and understanding for one another.
As a result, they often have an easier time compromising when a conflict does arise. Their ability to empathize with the “opposing” team member helps them understand where the person might be coming from. Employees subsequently react in calmer, more thoughtful ways instead of immediately “going on the defensive.”
When communication within a workplace improves, the resulting harmony and tranquility make it a more pleasant and enjoyable place to work. Instead of dreading work and having a bad attitude, employees look forward to doing their jobs well.
Turnover rates usually decrease which boosts the company’s reputation as a wonderful work environment. This subsequently helps attract new talent, because people want to work where they feel heard and respected–and where they can do their jobs easily instead of wondering how to approach different tasks.
Production increases as well, which typically increases revenue and can result in company growth. The business could open several more stores and hire additional quality employees.
Improving Workplace Communication is a Process
There is no “instant cure” for improving communication in the workplace. It is a process that takes time and dedication, but the effort is well worth it.
Improving communication might require professional mediation, team-building exercises, and more one-on-one meetings, among other things, which is just fine! No two workplaces are alike and what suits one might not be ideal for another. As long as you and your team are dedicated to improving communication and therefore creating a healthier, happier work environment, you’ll reap the benefits you crave.
For professional conflict resolution assistance, contact the experts at Peaceful Leaders Academy today! Our experts offer a wealth of training modules and resources on leadership and conflict resolution to help businesses throughout the country thrive.
