Effectively Communicating in the Workplace

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June 11, 2009 - Debbie Kukla

“What we have here is a failure to communicate!”

Do you recall these famous words from the Paul Newman film, “Cool Hand Luke?” More importantly, do you remember the consequences of Luke’s failure to understand the message?

The Case for Effective Communication
In today’s hectic business climate, good communication is central to the success of any organization’s ability to compete in an ever-growing global marketplace. Because of the increasing complexity of business and the fact that more people are involved in the workplace, effective communication is critical to an organization’s sustainability. Certainly, companies do not want to function in an isolation cell (like Paul Newman’s box) caused by communication breakdowns. These breakdowns often cause misunderstandings that lead to delays, reduced productivity, diminished capacity to work as a team and loss of one’s competitive edge.

Think about a time you have led a work meeting or a project team and wondered “does everyone know what we need to do to get the work done?” The look on everyone’s faces seemed to say “yes,” but a month later you are horrified to discover that the results of the project do not match the intent of the assignment. 

Components of Effective Communication
Clear
One of the most important components to ensure successful communication is the ability to deliver a message in which your thoughts are organized in a logical order and in a manner that addresses potential questions. Make sure the recipient of your message understands you. Be clear.

Direct
Successful workplace communication is also direct. Make key points quickly. Don’t waste time getting to the point or you may lose the attention of your intended audience.

Concise
Today, business people are too busy to wade through long talks or lengthy paragraphs to get to the important information. 

Courteous
Effective communication also carries the responsibility of being considerate of people’s time and points of view. Being condescending, rude or ignoring another’s opinion are communication saboteurs. Tact and respect are critical components of good communication.

Continuous
Effective communication is an ongoing process that serves as a conduit to keep employees connected. It is not a one-time deal. It is a continuous method of sharing information, goals, policies, changes, expectations and successes. Effective communication allows input from workers that mitigates resentment by allowing them to feel a part of the workplace. Communication is also the vehicle by which information is disseminated about change, giving people the opportunity to understand the reasons for the changes and how these changes directly affect their lives.

Communication: Do it Right the First Time
Effective communication begins with a simple formula:

1. What is the goal?
2. Who is responsible?
3. What is expected?
4. How will it get done?
5. When is it due?
6. Why is it important?

Benefits of Effective Workplace Communication
The benefits of any organization’s commitment to creating effective communication at all levels are too long to list in this brief essay, but some of the key benefits include:

1. Increased understanding and execution of business objectives
2. Enhanced productivity and performance
3. Greater innovation and idea-sharing
4. Improved customer service and satisfaction
5. Reduced employee turnover, absenteeism and workplace negativity
6. Stronger, more effective teams

Conclusion

When an organization perpetuates good communication, it demonstrates an investment in the workforce, enhances self-motivation and allows employees to feel a part of the company’s success. When the vision, goals and expectations are known to the workforce, the message is clear: they are part of something bigger, their hard work pays off; and they are valued and respected. In short, they “count.”

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Debbie Kukla is vice president, Client Solutions, for OI Partners – Career Consultants in Indianapolis. She has been with the company for nearly 10 years. She can be reached at dkukla@cciindy.com or 317-264-4163.