How to Improve Written & Spoken Communication Skills in the Workplace

Whether in a management function as a team member or as an agent-service, communication is the ultimate tool for exchange. There is a misconception that it is easy to communicate a clear message and logic will necessarily be understood, that we can rely on the receiver if it claims to have understood our message, and that some people are born” Good communicators”. This is wrong! Communication is a complex process that has a direct influence on our relationships with others, whether professional or personal. (Linda Beamer, 2008)

How to improve communication skills in the workplace?

Effective Communication Strategies in a Table

Keep your audience in mindTailor your communication to their interests to pique their engagement.
Don’t use 10 words when one will doCommunicate concisely for better understanding and retention.
Consider the best methodUse email/memo for non-urgent information for review and record-keeping.
Get them involvedAsk for input or involve them in explaining concepts to enhance learning.
Leverage face-to-face communicationUse face-to-face communication for richer exchange of information.
Make eye contactGauge understanding and engagement through eye contact.
Ask for feedbackEnsure understanding by asking people to repeat back key points.
Read non-verbal cuesPay attention to body language to identify distractions or confusion.
Minimize distractionsReduce distractions during face-to-face communication.
Stick to a time limitKeep online meetings short and focused to maintain engagement.
Be mindful of the other personAssume participants in online meetings have divided attention and structure content accordingly.
Recap important detailsSummarize key points in online meetings or emails to ensure understanding.
Don’t forget to respondAcknowledge even informal communication to show you received the message.
Be approachableEncourage open communication by being approachable.
Be patientTake time to ensure clear communication and understanding.
Be self-awareAcknowledge your development stage and practice communication skills.
Check for understandingInvite feedback and ask questions to confirm everyone’s on the same page.
Switch out the messengerEmpower others to develop communication skills by letting them lead discussions.
Rethink how to add valueFocus on responses that help speakers think through their ideas and clarify assumptions.
Paraphrase without judgmentSummarize the speaker’s points without judgment.
Ask questions that help speakers thinkAsk questions that encourage speakers to delve deeper into their thoughts.
Interrupt politelyBriefly interrupt to keep the speaker relevant and engaged.
Be relevantFocus on information that directly affects your audience and their work.
Be conciseExpress ideas in as few words as possible, demonstrating preparation and respect for time.
Leave spaces for the audience to fillPause after making a point to allow audience interaction and gauge their needs.
Treat pushback as openingsView pushback as an opportunity to explore concerns and have a productive discussion.

Healthy communication is essential in work teams since allows individuals to manage information and especially to maintain good relations. Much of the manager’s success is based on communication skills. Indeed, the overall supervision process will be influenced by his skills. In fact, the manager spends most of his time communicating. Increase their abilities out Contact means getting what one desire of others in a way that maintains the relationship in terms acceptable to both parties. Without communication, nothing can be performed in a workplace communication aims to pass all the messages and conduct all the conversations essential for a workplace. (Grover, 2005) According to some surveys regarding communication with some senior managers as the samples was deduced the ability to communicate effectively is the most important skill for success.

Through this module, the various principles and tools are presented to facilitate the understanding of the communication process, thus promoting the development of skills essential to effective communication we have many kinds of business communications, including verbal, nonverbal, and written. All of these types are very significant to a business. However, written communication commonly entails more thought and determination. The written information must be concise and easy as both an instructive and instructive tool. The prominence of written communication for businesses, firms, and companies can be judged by the superfluity of forms, texts, papers, and instructions published every day. Communication through written elements and factors can be in the form of permits, licenses legal documents, or manuals, e.g. OSHA (Occupational Safety and Health Administration) sketchy condition and well-being policies and measures for industrialized and profit-making companies. These kinds of papers and documents clear any work ambiguity for the employees and the chances of any misapprehensions decrease. The use of written cautions and instructions is also important to enforce certain policies in the workplace. (Chaney, 2013)The employees change their behavior when they get a letter for their misbehavior or noncompliance whereas a verbal warning will not do the thing. Written communication is a vital factor in the promotion of a business or a company. Composed promotions incorporate post-office-based mail pieces, for example, direct mail advertisements and handouts, magazine show promotions, pamphlets, Internet promotions, and indexes. Little organizations need to elevate their organizations to potential shoppers and business clients. Publicizing is intended to pull into consideration and then urge individuals to buy items, as indicated by promoting master Dave Dolak. Organizations, for example, mail requests or Internet organizations frequently number solely on composed ads for drawing in clients.

In areas at the forefront of the art such as for example, aeronautics, astronautics, and nuclear, sometimes even that written work – having a function procedure, formality, or information storage – takes precedence over any other means of communication (oral, group, organizational, etc.). Generally, this is referred to by the name of “professional writing”, reports, reports, briefing notes, records, surveys, etc. But in some professional environments where communication (in its broadest sense) is the almost absolute work tool, other forms of writing also play a fundamental role in serving primarily to support the oral order to in words, most effectively and unambiguously, the “language practices” at work (Boutet, 1995, 2001). This is the case of telephone communications manuals introduced it three years ago as part of the initial training of students at the National School of Civil Aviation (ENAC). Indeed, faced with certain difficulties expressed by the trainee students integrating their affection center, ENAC has designed “Communication booklets” which are exemplified in the form of instructions, the most typical and routine situations on inter-sector coordination between controllers. In other words, these writings cover primarily an educational value, but also a very important cognitive and pragmatic value for young people arriving controllers in their control center. Used as communication instructions, these professionals’ writings are therefore of “reassuring” value for trainees and students concerned about the “well-communicated”. It is in this sense that we consider with J. Boutet (2008) that work interactions are organized by “professional equality” and that the properties of these genres are the target of unambiguous communication. The messages conveyed verbally are disrupted and totally changed by meaning when they reach the lower staff from the upper management.

While written communication in a workplace you need to keep some points in view to be effective and worthwhile. Workplace communication needs to be clear and concise so that it is understandable to the employees. Complex communication and messages aren’t easily interpreted and are not easy to work on. The task you wanted can be totally disrupted. Before conveying the messages to the other employees or to the managers, the messages or the writing should be read out in order to prevent and avoid any mistakes that can change the goals or tasks. The messages or the papers you have written should make sense. Written communication in a workplace needs a lot of practice and the employees should take notes from the senior bosses and read emails and messages in order to improve their communication and listening skills in the workplace. The data and communication that has been prevailing in a workplace or the written material used to communicate with the employees should be kept confidential as any kind of misconstruction of incorrect interpretation can lead to big problems. The smallest errors can be fatal for a workplace. (Whiteman, 2013)

More Importance of Interpersonal Skills

There has been a lot of discussion surrounding how to address a boss vs. a coworker in an email. In a formal business environment, an email to your boss (vertical communication) should be simple and direct, following this format: give a formal greeting, address your concern, and close. If someone is in a position of power, their inbox is usually flooded with tons of emails, so keeping it simple and direct is the way to go. As far as addressing a co-worker who is on the same level as you (horizontal), you’ll want to keep it professional, but you can be lax in how you actually address them and the message being delivered.

But in this communicative context that air traffic control, the writings of work and so these instructions should be rehabilitated, and reinterpreted by the controllers who are constantly faced with situations of unusual coordination, conflict or simply less routine (as outlined in booklets). We identify where the limitations of these writings may stray from use. One explanation comes, as highlighted B. Fraenkel, the work activity itself requires “constant overlap of oral and written” (Fraenkel, 2001). And just go there again in areas such as air traffic control, pharmaceutical, medical, nuclear, shift work, etc. to assess and understand the tension related to the use of natural language in a business environment (Vergely, 2008)

Effective Written communication in the workplace is an essential skill for any type of workplace. Whether for a business letter, a congratulatory letter, writing a work on the web, or sending an email, written communication is very present in the professional world. Verbal communication allows real-time exchange between two parties. If the receiver does not understand the message we send to him, he can react and know. The transmitter will correct its communication function. In addition, verbal language is accompanied by many other signs that accompany and complement the communication: body position, the position of the arms, tone, expression face, eyes, and other factors. On the other handwritten communication is an essential facet of any workplace. To gain respect among your colleagues and get results, you must be able to deal effectively with letters, notes, documents, and even email. One of the great ways to improve your writing is by emulating those you think are solid writers in your office. Read their sentences carefully and using their technology will improve your writing.

Eliminate Meeting Skills

One of the main reasons why written communication is important in the office is that it eliminates the need to meet in person. If you are unable to get a meeting with colleagues or superiors, you need to write a memo outlining your ideas or concerns. That you and to save them both a meeting and therefore enable more productive use of time.


Written communication is critical when a dispute arises in the workplace. Written communication creates a paper trail, protecting or involving the people concerned. This may involve another employee or customer. A memo or letter on a subject can be mentioned in a court of law and, therefore, could make or break an employment or contractual deal for the place of business.


Written communication, particularly memos and well-designed documents, can evoke respect for the writer in the office. Taking the time to put your thoughts, concerns, and ideas on paper shows a real commitment to your work and shows that you produce quality work. This can lead to more accountability and promotions.


Written communication can be used by many people and time. The written instructions can be placed in the office, reducing the need to tell different people the same thing again and again. Accordingly, it adds to the consistency in the workplace because everyone refers to the same written words.

For the instruction to the employees about particular tasks and projects written communication is vital, for instance, if the boss wants an employee to contact some people and accomplish some tasks, the written tasks would make it easier for the employee to see the priorities of the boss and the exact contacts of the people. If the boss just conveys his message to the employee verbally, he would forget half of them and there would be no proper scheduling of the tasks neither the employee would be able to manage the priorities of the boss. The written information is always more effective e.g. if the head or the supervisor asks an employee for work by the 10th of this month orally, the employee won’t take that order with the same intensity whereas if there is a mailed letter from the director for the work to be completed by the 10th of this month, it would have more impact. Written notices always work!

The reports and presentations provided in written form in the workplace can be easily analyzed, examined, and investigated. The managers can conveniently regard the reports and recommend some strategies for the upper stakeholders concerning that written report. If the reports and presentations were verbal or oral, half of the report wouldn’t be comprehensible to the managers and the other half would be forgotten. So it is important that there should be a portal communication between the ordinates in the workplace so that there is a record available of each and every message and report and the employees can regard it later for any inconvenience. To keep the orders clear and concise a workplace or a company needs written communication to understand the upper management orders and to have easier transfer of interaction to the lower subordinates. Moreover, written communications are an effective means of providing information and suggestions to other departments as well. If your work is concerned with writing like the journalist job, or the job of a public relations professional, you need to have effective writing skills. However, a professional who is not concerned to a writing job needs to deal with written communication too. Emails, notes, letters, texts, tweets, whether it’s a letter to the manager or to a junior for a task, written communication makes a difference. People with effective writing skills at the workplace tend to be more credible and efficient in completing their tasks. If there is an email from a coordinator or a manager that is not comprehensible, it will affect the effective completion of that particular task because the goals are not clear.


Positive communication skills in the workplace are important for each and every aspect of a company, firm, or organization. The transfer of information is the most substantial part of the workplace. Therefore communication done in the written genre is very important for a workplace but the effectiveness of written communications and interactions should be maintained and grammatical, writing, and transferring mistakes should be avoided. A workplace with effective written communication will be successful with all its tasks and goals.

FAQs about Effective Communication Skills

What are the 5 types of communication to develop?

  1. Oral communication: Sharing thoughts through speaking (presentations, meetings, calls).
  2. Written communication: Sharing thoughts through writing (emails, notes, signs).
  3. Non-verbal communication: Sharing information without words (facial expressions, tone, body language).
  4. Active listening: Receiving information by asking questions and focusing on understanding.
  5. Contextual communication: Sharing information considering unspoken factors like relationships and surroundings.

What is effective communication?

Effective communication involves clearly informing others, actively listening to them, and responding to their feedback. It’s a two-way street where you connect with your audience and understand their needs.

How can I improve my communication skills?

  • Keep your audience in mind and tailor your message to their interests.
  • Communicate concisely using simple language.
  • Choose the best method for your message (written for complex info, face-to-face for building rapport).
  • In face-to-face communication:
    • Make eye contact to gauge understanding.
    • Ask for feedback to confirm comprehension.
    • Minimize distractions for better focus.
  • In online communication:
    • Set time limits for meetings to avoid audience overload.
    • Be mindful that participants might have divided attention.
    • Recap key points to ensure understanding.
    • Respond to messages promptly, even with a short acknowledgment.

How can I be a better active listener?

  • Focus on understanding the speaker, not formulating your response.
  • Paraphrase what the speaker says without judgment to confirm understanding.
  • Ask questions that help the speaker think deeper about their own ideas.
  • Interrupt politely to keep the conversation focused and relevant.

How can I keep my audience engaged when speaking?

  • Be relevant: Focus on information that directly affects your audience and helps them with their work.
  • Be concise: Express your ideas in as few words as possible and avoid unnecessary repetition.
  • Leave space for audience participation: Use pauses to allow your audience to fill in the silence and ask questions.
  • Welcome pushback: View challenges as opportunities to explore concerns and have a more productive conversation.

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