Improve Workplace Communication with 10 Recognition-Driven Strategies

Poor communication in the workplace costs companies billions of dollars annually. (Some even claim it’s over a trillion.) We typically think of this general fact in terms of direct impacts, such as reduced productivity. 

However, it’s the indirect effects that are going to do real long-term damage. Lower engagement, higher turnover, and conflicts that devolve into toxicity and a tanking reputation. 

A lack of communication doesn’t just create misunderstandings. It creates anxiety and hinders creativity. It could also be why your recognition efforts aren’t paying off the way they should. Today, we’ll learn how to improve workplace communication with simple strategies that set the tone for connection and confidence. 

Why is workplace communication suffering? 

The modern workplace may be more flexible. It makes room for people to feel more like themselves. Those two perks alone come with specific challenges. Here’s why so much is getting lost in translation:

• Remote and hybrid work. Body language, tone of voice, frequency of interaction. Failure to carry the organizational culture over to a virtual environment (weekly video events, daily team chats) means we lose touch quickly. 
• Generational divides. The Gen Xer who spent most of their adult life in a conventional corporate environment isn’t confident about collaborating with the Gen Zer who has just informed them they are “fully about to crash out.”
• Departmental silos. If someone isn’t familiar with the process and purpose of more distant coworkers, they will not have as much respect or consideration for what they do. Companies that encourage cross-departmental collaboration and communication have greater organizational agility. 
• Leadership styles. Managers, CEOs, and other leaders who have a more detached style may fail to clarify expectations and values. Their wish to uphold autonomy and objectivity becomes confusion and ambivalence among employees–two big engagement-killers. 
• Cultural differences. Ignoring or making assumptions about unfamiliar conventions, languages, and customs makes the other person feel disrespected or rejected. Communication allows people to share, explain, and ultimately be included. 

The bottom line is that every difference or unknown can be addressed with better communication. In many instances, communication is recognition. Checking in with a remote employee, asking a siloed person how their role fits into the project pipeline, and appreciating the differences between oneself and a peer all make others feel valued.

How to improve workplace communication

Some of the strategies below might seem too simplistic or just common sense. That’s actually why they get overlooked. As we dedicate ourselves to growth, demonstrating value, and goal achievement, the simple stuff falls away. 

Here’s how to improve workplace communication without complex, pricey, or experimental solutions. 

1. Communicate about communication channels.

This first strategy is the biggest remedy for leadership communication gaps. Inform everyone of where communication occurs and for what purpose. Fast updates? Slack. Longer, more important comms? Email. Need to have an exchange to discuss or troubleshoot? Zoom. 

2. Create norms and guidelines around communication.

From there, tailor the where and why of communication for your specific workplace. The timeline for responding to an email, how documents should be submitted, and other guidelines should be spelled out for everyone. Don’t forget to adhere to those guidelines yourself; modeling it is how it will become a norm.

One more critical consideration here. Employees in the modern workplace want to know you value work-life balance. Be very clear on when employees aren’t expected to communicate. You can create a “communication curfew” where no one sends texts, emails, or chats after 7 pm, have tech-free weekends, or set other parameters. 

3. Be an active listener.

Great communicators are even better at listening than they are speaking. Active listening isn’t just attention. It’s understanding, remembering, and responding. Managers and leaders need to confirm they’re listening and avoid interrupting. Follow-up questions, and where appropriate, validation, create a workplace where employees feel heard and offer useful feedback. 

4. Yes, this is a safe space.

Mocking tones and attitudes about “safe spaces” discourage the thing employees might need most for belonging, engagement, and a healthy culture: psychological safety. Psychologically safe conditions are where everyone shares trust, respect, and open communication. 

It can be a process to rectify a toxic workplace where psychological safety is in short supply. A good first focus is eradicating blame culture. Here, judgment becomes understanding. “Adam is always making the rest of the team late to submit,” may turn into, “Adam has a larger workload and therefore feels more pressure.” Now Adam is more likely to communicate needs in advance instead of struggling in isolation and anxiety.

5. Set a positive tone with recognition.

We are always more likely to communicate easily and honestly with people we have a positive rapport with. Peer recognition tools ensure every small win gets celebrated. Workplace gratitude as a form of daily communication balances out more sensitive or critical topics that can land hard. 

6. Tighten up your meetings.

Overcommunicating is real. Meandering conversations, deep dives, and both-sides examinations. They all obscure the real topic and drown out key points. Keep people on task with clear goals and objectives. This starts at meetings. A few ways to improve communication at work meetings:

• Set an agenda and state the purpose
• Segment the audience; only include people to whom the topic is relevant
• Do not spend one more minute than necessary
• Close it out with concise, clear-cut action items

7. Enhance cross-team communication.

One of the reasons global remote teams adopt HeyTaco is that it provides a space for everyone. People start using a peer recognition tool in one department, and then end up creating a channel where everyone joins in. This fosters empathy, belonging, and more communication.

Look for additional ways to bust apart those silos, such as cross-functional projects. They’re as good for companywide communication as they are for clients and customers. Also, share certain communications, like project updates, with multiple teams at once. Effective communication puts everyone on the same page.

8. Strengthen manager-employee communication.

When management doesn’t regularly perform check-ins or 1:1s, criticism doesn’t seem as credible. Performance reviews can feel like personal attacks. Having consistent opportunities to communicate one-on-one transforms the manager from cop to leader. 

9. Never leave remote employees alone. 

Many remote employees appreciate their independence. It’s what enables them to be so productive. There are ways to communicate with them that won’t disrupt their work or feel overbearing. 

Defining channels and setting expectations for responses is a must. But from there, tools that won’t disrupt workflows and a video-first culture can strengthen communication. It is also important to implement remote engagement ideas. Try workshops, virtual water coolers, and live coworking hours.

10. Show them how it’s done. 

Ensuring everyone’s communication skills are up to standard doesn’t make you a teacher or tutor. Workplaces have to invest something in employee growth or skill development; it’s frequently the deciding factor in leaving a job. Create quality standards for writing, presentations, and other communications and share them. Give those who fall short a shot at improving.

Managers need dedicated training to ensure cultural competence and proper skills for having difficult conversations. These are the two areas that can cause an irreparable communication breakdown between manager and employee.

Checklist: Tools and rituals for top-notch communication

How many boxes can you tick? Here’s an example workplace communication checklist with the tools and resources necessary for facilitating clear comms and real connection.

Workplace communication and recognition are inextricably linked.

Recognition can feel awkward if it’s inconsistent or perfunctory. Communication is similar. We don’t know what’s expected of us, if we’re out of line, or bothering someone.

It’s different when we have resources and solid instructions. Clearly defined communication channels and guidelines remove hesitancy. Ever-present undertones of respect and inclusivity make way for the trust and honesty needed to keep communications open.

Real recognition opens the floor for organic, productive communication, too. Peers build connections on small, positive interactions. Show the team how it’s done on five virtual tacos a day. Test launch HeyTaco, and liven up the team chat this week. 

How to improve workplace communication FAQ

How do I measure the effectiveness of workplace communication?

Employee surveys, feedback insights, engagement metrics, and response times should indicate how healthy workplace communication is. Measuring the effectiveness of the average meeting is also a strong indicator.

What are the 5 C’s of effective communication?

Clear, Credible, Concise, Complete, and Courteous. These words describe communication that makes sense and is respectful of people’s time and feelings. At work, effective communication provides useful feedback and/or informs what the next steps are.

How does recognition improve communication in the workplace?

Recognition is another form of communication that’s always open and invites positivity. 

It helps us understand what our teammates and employer value most and what our strengths are. 

Positivity and gratitude make people feel psychologically safe enough to ask questions, share ideas, or bring up concerns.