What we'll cover

Why organizational communication is important?

Organizational communication strategies in the Workplace

How to improve organizational communication in the workplace

Communication Strategies in the Workplace FAQs

Wrapping up: effective organizational communication strategies

Effective communication is the glue that holds all your employees together. It unites everyone, from
the top management to the frontline and remote workers, towards a shared set of organizational
goals and values.

Yet a recent study paints a grave picture of most working environments. 80% of professionals rate
their business’ communication as poor or average.

And when kept unchecked, ineffective communication often leads to a snowball effect of
disengagement and confusion.

It doesn’t have to be this way. Implementing effective organizational communication strategies is the
key to unlocking smooth coordination among your employees. And in this post, we’ll take a look at
what those strategies are.

Why organizational communication is important?

In a recent report called "Internal Communication in the Eyes of C-Suite Leaders", it was found that
C-suite executives recognised the vital role internal communication plays in improving their bottom
lines and driving business results. And rightly so.

Workers need to interact and exchange information and documents with one another frequently.
Plus, they want the top management to listen to their concerns, suggestions, and feedback.

Organizational communication brings teams closer

The same goes for senior leaders in the company. They want to make sure that internal marketing
campaigns, critical company announcements, news about employee benefits, and other important
messages are reaching each and every member of the workforce.

By fulfilling these needs for both parties, a good corporate communication strategy solidifies the
bond among the workers and facilitates the sharing of information. The result? A big boost in
employee engagement and productivity.
Now the question is, how can you level up your company’s communication? By following the most
effective organizational communication strategies.

Organizational communication strategies in the Workplace

Without further ado, here are our best organizational communication strategies to help resolve
workplace conflicts and facilitate a smooth exchange of information across your company.

1. Create a corporate communication plan

Failing to plan is planning to fail. If you don’t have an internal communication plan in place, drop
everything else and build one first. Without a plan, you won’t have a clear roadmap to implement
effective communication in your business.

A great communication strategy will help you answer vital questions like:

How to make your messages more relevant and engaging?

Which communications channels should you be using?

How can you ensure the right content reaches the workers at the right time?

What roles will your C-level executives play in workplace communication?

How will you encourage employees to engage in two-way conversations?

The planning process starts with having a clear understanding of your communication goals and
audience. And then conducting an audit of the current communication campaigns and channels you
have in place.

This is followed by determining your communication schedule and channels for the next six or 12
months. To learn more, check out our in-depth guide on building an internal communication strategy.

2. Encourage one-to-one conversations

Not every concern can be appropriately discussed in a group setting. For example, you may want to
address a personal grievance or performance issue. And in such cases, it’s much better to initiate a
private chat.

A one-on-one meeting gives you the chance to read the worker’s body language, know their
communication style, and get visual cues on how to proceed with the interaction.
Even when you don’t have a specific issue to discuss, setting aside one-to-one time with your
employees on a regular basis is essential. Because it helps you understand and bond with them more
effectively. So make sure to add this company communication strategy to your arsenal.

3. Sprinkle a little humor

Workplace communication is usually a serious endeavor. You often convey information that’s intense.
Whether you’re discussing a problem or setting goals, laughing and cracking jokes may seem out of
place.

But a series of serious interactions can put workers in a negative mindset. And it affects how they
interpret and draw conclusions from the information shared with them. When a meeting gets too
heated, people want to leave as soon as possible, which hinders the flow of information.

Although it’s not always possible to avoid a stressful conversation, levity can help you a lot in pushing
your company’s communication strategy forward. Lightening the mood is an important skill that
helps you defuse tense situations and relax everyone involved in the communication.

So the next time you’re communicating something to your employees, try to make them laugh.

Also, if you’re worried that your jokes won’t be any good, then you’re focusing on the wrong thing.
It’s not so much about making clever remarks as about trying to make people feel relaxed and
comfortable. In fact, research shows that people welcome any kind of levity as long as it’s not
offensive or hurtful.

4. Nurture two-way communication

Effective communication is supposed to be a two-way street. An organization cannot reach its full
collaboration potential if information flows only in one direction — from top management to the rest
of the workers.

If employees can’t ask questions or discuss the information conveyed, then you aren’t
communicating. You’re commanding. You’re giving orders and expecting workers to follow them.

Of course, some directives are absolute and non-negotiable. But you can’t rely on this approach all
the time when working with today’s skilled, talented professionals who thrive in an environment of
autonomy.
Instead, the right company communication strategy is to invest in creating a receptive space where
workers can put forth their concerns, share suggestions, and feel heard. And make sure those inputs
are acted on. Not brushed under the carpet.

Listening to feedback doesn’t just help your employees feel valued. It also helps you clarify your
message. You may think your communication is crystal clear but still miss some aspects critical to
help others understand the information. Two-way communication can fill those gaps.

Facilitating two-way communication in your organization is easier than you think. For example, Blink
is a corporate communication app that comes with a social-media-style news feed visible to all
employees.

Blink’s social media style feed

Anyone in the company can post an update, on which others can like and comment. This helps the
most relevant stories rise to the top. Plus, the admins can choose to amplify selected updates even
further.

5. Bring consistency in your communication

All your communication, whether written or verbal, and whether internal or external, should have
the essence of your company’s brand and workplace culture.

Plus, it should have a unique, consistent voice that reduces any chance of ambiguity and unifies your
workforce. Such a voice also helps you communicate in the right spirit, not to mention avoid conflicts
and misunderstandings.

But the more people participate and contribute to your organization’s communication, especially
from different locations and time zones, the harder it gets to keep the voice consistent.

So what you need is a set of shared guidelines, formats, and best practices that everyone can refer to
when creating content. And you can prepare the same in the form of a communication style guide.

Once you’ve clearly laid out your communication guidelines, make sure to train your communication
department, as well as other contributors, on how to put the instructions into practice for
subsequent messages.

6. Make use of visual aids

Different people have different learning styles. Some are comfortable reading pages after pages of
text, some want to listen on the go, while others need something to view, like a video.

Regardless, almost everyone gets enticed by imagery. Presentations and infographics help people
wrap their heads around the given information. So using colorful posters, charts, and graphs to distill
complicated ideas is one of the best ways to make your message clear and memorable.

There are many ways to use visual aids for workplace communication. For example, if you find
yourself repeating certain messages to your staff, or answering the same questions again and again,
you can save time and effort with a visual aid to share the corresponding content.

Is someone in your ear every 10 minutes with questions about holidays? Design a holiday calendar
workers can check on their own. Bombarded with requests about printer passwords? Print them in
large letters and stick them near the machine.

You don’t need to be a master designer to do this. Tools like Canva, Piktochart, and Venngage come
with drag-and-drop functionality and hundreds of ready-made templates designed by professionals.
So all you need to do is pick a template and replace its contents with yours.

7. Train your staff on effective communication

We have spent a good chunk of our lives communicating with others, but that doesn’t necessarily
mean that we’re good at it.

For example, many employees have such a logical, fact-based communication style that they often
forget to take others’ emotions into account. Others often get carried away by feelings and miss key
details. And the gaps in communication lead to conflict, ambiguity, and workplace politics.

So in any organization, effective communication should be proactively taught and encouraged. And it
should be a vital part of the training programs you have in place for workers.

Communication training in the workplace

Great communication training helps teach your employees how to keep their emotions in check and
present their ideas clearly and comprehensively.

8. Conduct more open sessions

Meetings are seen as a dull affair, especially when just one or two people are doing most of the
talking. You’ve probably sat through many where you were just expected to attend and listen.

But that doesn’t mean all meetings are bad. A meeting is just a tool. And like any other tool, you can
handle it effectively or poorly.

So every once in a while, you should conduct an open session with all the workers in your company
or in specific departments. This meeting will have a set agenda, and every employee will be
encouraged to speak up and talk about their work, their experiences, and any concerns or
suggestions.

Scheduling such open sessions regularly will not just improve communication, but also help you get a
pulse of different teams and your overall culture.

9. Leverage the right tools and technology

Remote work, dispersed teams, smartphones, and other advancements are shaping the new reality
of work. But in many organizations, the communication systems and processes haven’t caught up to
this change.

The good news is modern technology and employee engagement tools have made it easier than ever
to streamline internal communication and include every employee in the process, from hiring to
global HR services.

Frontline workers, for example, have largely been excluded from communication channels available
to desk-based employees, such as email and instant messaging. With the rise of smartphones and
mobile apps though, it is now possible to make them a crucial part of your ongoing communication.

With Blink, for example, workers can easily share documents, engage in live chat with one another,
and resolve problems fast.

Blink offers secure chat for workplace communication.

So it’s time for you to see if the technology you have in place is really enough to get the job done. If
not, invest in the right tools to take your communication to the next level.

10. Cultivate the habit of active listening

No doubt, writing and talking clearly are crucial for proper communication, but managers and other
employees should also know how to listen.

Poor listening undermines communication and defeats the purpose of effective collaboration.
Without the right listening skills, messages are more likely to be misunderstood.

Now, you may think you listen, but good listening is more than identifying others’ words. As Stephen
Covey says, “Most of us listen with the intent to respond, not to understand.”

So, cultivate a habit of listening among yourself and your employees. Encourage everyone to practice
active listening methods. And teach your staff to reflect, summarize, and ask clarifying questions
when listening to a customer or coworker.

When employees and customers feel heard and understood, they’re more likely to keep working
with you and have a positive image of your brand.

How to improve organizational communication in the workplace

Follow these tips to help achieve effective communication in the workplace:

Use the right tools. Having the right tools to communicate, that everyone can access, and use is vital.
Review your tech stack and make improvements where needed.

Get feedback. Employee surveys can help shed light on your current communication methods and
where you can make improvements.

Use different communication formats. Images, emails, videos, the list goes on. Use different formats
for the different types of communications you need to deliver.

Distribute through the right channels. What's the best way to deliver the message? Email, instant
message, intranet, app notifcation? Make sure you pick the right channel.

Focus on employee engagement strategies. An engaged workforce is open to communication and

sharing their voice.

Measure the outcomes. Keep a close eye on your metrics. How many people are reading your emails
and communications? Is it enough or do you need to improve?

Communication Strategies in the Workplace FAQs

What are some communication strategies in the workplace?

Some effective communication strategies include:

1. Encouraging 1-1 conversations

2. Using the right tools for your organization

3. Being consistent in your communication

4. Have face to face meetings

5. Encourage open, two way conversations

What are the 4 ways of workplace communication?

The four main types of workplace communication are: verbal, body, phone and written. You and your
staff will be exposed to one, if not all, of these types throughout the work day.

What are 3 tips for effective communication?

Effective communication is the sum of quite a few parts, but 3 mains tips would be:

1. Actively listen - Really listen to what the person is saying, and remember key points

2. Ask open questions - Keep the conversation going, and invite the person to freely say what's really
on their mind

3. Accept they may disagree with you - It may not all be smooth sailing, and they may disagree with
you, don't take it personally, try to understand their point of view.

Wrapping up: effective organizational communication strategies

As you can see, good communication doesn’t happen by accident. You need to make sure that your
messages successfully reach the intended audience, are interpreted clearly, and are understood
empathetically.

It takes effort from both you and your staff. So the more confidently you apply the organizational
communication strategies we have outlined in this guide, the more your team would also integrate
them into their actions. So take time to develop and execute these concepts diligently to build a
collaborative and efficient workplace.

And remember, using a communication solution like Blink can reduce your communication effort
while increasing the penetration of your messages, even with a largely remote or dispersed
workforce. Book a free demo today.

How Communication Affects the Flow of Work in an Organization

Landry MorrenLandry Morren

Landry Morren

Strategic Communicator/Content Creator - Abstract Thinker - Walking Sports Encyclopedia

Published Dec 28, 2018

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Effective communication is one of the most important factors in creating an efficient work
environment. Being able to communicate effectively across an organization, from the highest levels
to the lowest levels, creates an environment that promotes productivity and efficiency. Employees
are better able to understand each other, which provides an increase to office morale and unity.
There are many ways that the communication within an organization can have an affect on the work
being done, and by creating a better understanding of communication organizations can use that
affect to their advantage. Below are the key points of understanding communication and it’s affects
on the workplace.

1. Workplace Communication Statistics

2. Types of Communication

3. Flow of Communication

4. Improving Communication

1. Workplace Communication Statistics

Effective communication is one of the most important factors in an organization being successful.
Communication extends beyond just employees, as effective communication with customers leads to
increased customer satisfaction. Beyond customer satisfaction, organizations that utilize effective
communication practices are over 50% more likely to have below-average employee turnover rates.
Being able to communicate effectively will have a positive influence on an organization; however,
ineffective communication can have much more impactful side effects.

HR Magazine surveyed 4,000 professionals about communications in the workplace. When looking at
the results they found that 46% of the participants regularly receive directions that are vague or
confusing, 36% of participants said that this happens up to 3 times a day. It was estimated that, on
average, 40 minutes of productivity are wasted per day due to unclear directions. Basex Inc. found
that 28% of the average employee’s day is spent dealing with interruptions, which winds up costing
U.S. businesses upwards of $900 billion on an annual basis. In another study, conducted by the
Computing Technology Industry Association, out of 1,000 professionals, 28% indicated that poor
communication was the cause of projects not being completed in their original time frame. An inter-
company study reported that differences in communication between managers and employees were
directly responsible for an 18% variance in absentee rates of employees.

After seeing some of the impact that communication has on an organization, learning to understand,
and effectively utilize, communication in the workplace will help to avoid those issues.

2. Types of Communication

Among coworkers, face-to-face communication is generally the most effective type of

communication, as it allows for the clear exchange of messages and ideas. However, the problem is
that face-to-face communication is not always possible, so other methods must be used. It is
common to also communicate with written notes, phone calls, emails, and text messages, but more
and more organizations are starting to utilize social media and blogs to communicate with employees
and customers. By effectively utilizing multiple means of communication it allows for organizations to
operate more efficiently and effectively.

One thing that many people do not realize is that effective nonverbal communication is just as
important as effective verbal communication. Body language is one of the best indicators of
nonverbal communication, and can show the real thoughts and attitudes of coworkers, despite what
they might be saying. Nonverbal communication can affect the morale amongst coworkers, for
instance: someone might be giving a presentation over a project and they look around and notice
that everyone is slumped in their chair and not making eye contact, which might make them feel that
their work is inadequate. However, you can take the reverse, and during the presentation everyone is
paying attention and maintaining eye contact, which would make the employee feel accomplished.

Outside of the office it is also important to communicate with customers and receive their
feedback. Many organizations will utilize social media, comment cards, and satisfaction surveys for
customer feedback. By receiving customer feedback, it is easier to understand and meet their wants
and needs.
3. Flow of Communication

There are 5 main types of communication flow within an organization: downward, upward,
lateral, diagonal, and external.

Downward communication is communication that flows down from the higher levels of an
organization to the lower levels, or down the chain of command. This type of communication
transmits work-related information to lower level employees, which helps them to meet the
expectations that have been set by their superiors. Managers use this communication to:

· Give feedback on an employee’s performance

· Relay instructions

· Provide understanding for an employee’s job, and the role it plays in the organization

· Communicating the mission and vision of the organization.

· Etc.

This flow of communication is carried out through things such as – organizational publications,
circulars, letters to employees, and group meetings. In order to be effective it is essential to:

· Have a clear objective

· Ensure the message is unambiguous, specific, and accurate

· Make sure that the technique being used is the one that is best fit to relay the message.

When practiced effectively employees can maintain a clear direction for what they are doing, and
have a complete understanding of the role that they play, which will increase productivity and limit
frustrations.
 Upward communication flows from the lower levels of an organization to the higher levels,
which helps to relay the effectiveness of downward communication and allows employees to convey
their opinions and ideas. Upward communications give employees a voice within the organization, to
share their grievances, opinions, and ideas for the organization. This allows for managers to work out
any issues and keep the workplace a pleasant place to be. This communication is facilitated through
the Grievance Redressal System, Complaint/Suggestion Box, face-to-face conversations, etc. When
effectively utilized this creates more loyal and committed employees because they feel like they can
take some ownership and have a voice within the organization.

Lateral communication takes place at the same level of hierarchy within an organization, and is
used to:

· Save time

· Facilitate co-ordination of tasks

· Facilitate co-operation among employees

· Solve problems within the organization

· Share information

· Resolve conflicts

When lateral communication is being used effectively it creates camaraderie, and builds rapport with
coworkers. Many times this flow of communication brings coworkers closer because it provides them
with emotional and social assistance in the office.

Diagonal communication is when a manager works with employees from another department
or work group. This is utilized in instances like when a manager is creating a training module and
works with employees from various departments to ensure that the training is accurate, or when a
project spans across multiple departments. Effective diagonal communication leads to uniformity
across an organization, and helps prevent any misunderstanding that may occur through the
communication chain.
 External communication is between a manager and an external group such as – vendors,
suppliers, banks, etc. This communication helps to ensure that the organization has all that it needs
to be able to function properly.

4. Improving Communication

For an organization to be successful, it is paramount that it’s members, both high level and low level,
develop their communication skills. When an organization doesn’t have effective communications
practices it can cause problems on many levels. Vague communication leads to a misunderstanding
of expectations, while excessive communication can cause confusion and loss of concentration.

One of the first and most important steps in improving communication happens before you even
need to convey a message, and that is listening. Communication is more than just relaying messages
and ideas; it is also being able to listen to others so that you may understand them better. By
listening first, you will gain a better understanding of your target audience, and thus, be able to
identify the most effective way to communicate. Listening also allows for you to find answers to
things you may be unsure about, and allows you to ask questions before it is too late.

It is important that the message, whether being sent electronically or in person, is both accurate and
coherent. Leaving out details can, and most likely will, have an impact on the quality of the work that
is being done. It can leave employees unable to complete their work, and lead them to be frustrated.
By making sure the message is fit to reach your target audience it makes it easier to understand and
will increase both productivity and efficiency.

Communication is essential to any organization that wants to succeed; the proof is in the pudding.
The more effectively an organization communicates the more efficient and productive they are, and
the happier their employees tend to be. When looking for ways to improve your business practices,
insuring streamlined communication should be at the top of the list. Effective communication
practices tend to foster organizations that are better equipped for success by being more efficient,
having satisfied employees and, just as importantly, satisfied customers.