Workplace communication: How to build more connected teams
Workplace communication is a critical component of business success. When communication breaks down, deadlines can slip, frustration can grow, and you can miss vital opportunities.
In this article, the UK’s leading company formation agent, 1st Formations, offers practical strategies to improve workplace communication in any environment – whether your team is in the office, remote, or hybrid. You’ll learn how to give better feedback, listen actively, use communication tools intentionally, and stay connected with home-based colleagues.
Why workplace communication deserves your full attention
Where would your business be if your employees couldn’t communicate effectively? Your customer service would suffer, your professional reputation would be at stake, and your teams would be disengaged.
That’s why strong workplace communication is a vital business asset. When leaders communicate well, they create clarity, direction and momentum. When teams collaborate successfully, they solve problems faster and stay aligned without friction. For you, the business owner, this translates into better decision-making, fewer delays, outstanding customer care, and higher morale.
6 ways to improve workplace communication
Don’t let collaboration slip. Here are six simple ways to keep your teams connected, no matter where they’re based:
- Listen with attention, not just intent
Active listening is a fundamental skill for effective communication in the workplace. The goal isn’t simply to let someone speak; it’s to fully understand their perspective, allowing them to feel valued and included.
Practice active listening by:
- Avoiding interruptions – let the speaker finish before responding or asking questions.
- Paraphrasing or summarising key points to confirm understanding (e.g., “So, what you’re saying is…”).
- Using the speaker’s name to signal attention, especially during virtual calls.
- Taking notes and referring to previous conversations to show you were actively engaged.
- Minimising distractions by turning notifications off and closing unrelated tabs or devices.
Active listening is the cornerstone of effective workplace communication. Make these simple actions a habit to help your teams feel more connected and valued.
2. Deliver clarity in every message
Nothing kills workplace communication like vague messages. Employees perform better when they know exactly what’s needed, when, and why it matters.
When communicating tasks or updates, be concise but specific. Avoid industry jargon – unless certain terms are standard in your company and you’re sure people know what they mean. It’s best to use direct sentences and structured messages that leave no doubt about intentions or next steps.
After a verbal explanation, provide a short, written summary via email or direct message to confirm key takeaways and prevent missed actions. This is especially valuable when managing remote teams, where missing tone or nuance in written updates can easily lead to misunderstandings.
3. Create space for individual conversations
In fast-paced work environments, it’s easy to let 1-2-1 discussions drop to the bottom of your to-do list. However, skipping them can lead to disconnects, especially for remote staff who don’t have daily face time with you or the wider team.
Holding regular check-ins creates structure and personal connection. They are a prime opportunity for you to identify challenges before they escalate and give team members the chance to voice any concerns they may not want to raise in group settings.
4. Give feedback frequently
Feedback is most effective when it’s timely, relevant, and balanced. But don’t wait for quarterly reviews to share praise or raise concerns.
Build regular feedback into daily communications. If you notice that someone has done a good job, say it. If something isn’t working, explain why and help people improve.
Furthermore, encouraging a culture of shared feedback within teams, not just from managers to employees, is equally powerful. Consider introducing a short segment in team standups for shout-outs or lessons learned. It reinforces an open, self-improving mindset.
5. Choose communication channels with purpose
Communication methods can make the difference between clarity and confusion. Agree early on how you’ll use tools like email, messaging platforms, and meetings to support workflows, not over-complicate them.
Need a brief check-in? Opt for a messaging app. Have a complex matter to discuss with several people? Schedule a focused meeting and follow up with accurate minutes.
Creating shared norms, such as when to message, schedule a call, or when team updates are expected, keeps everyone on the same page and strengthens workplace communication.
6. Keep remote workers in the loop
Ensure you include remote employees in all essential updates, decision-making discussions, and celebratory wins. Video calls should prioritise equal participation, with time set aside for remote voices to be heard.
Technology is vital for keeping your remote teams connected. To avoid technical difficulties and delays, it’s worth investing in reliable video conferencing tools that ensure communication with home-based employees runs smoothly.
Don’t forget informal interaction. Set up dedicated messaging channels or host remote socials to help people connect and communicate freely at work.
Workplace communication pitfalls to avoid
Every workplace will have its quirks, but some communication missteps can be universally damaging. Watch out for the following:
- Long-winded updates that hide the key point
- Too many people copied into irrelevant emails
- Over-reliance on digital tools without human follow-up
- Ambiguous or incomplete instructions
- Talking in meetings without ensuring shared understanding
Ask your teams regularly how you can improve workplace communication. Send out brief surveys or gather their feedback in 1-2-1s to understand how people can feel more included and connected to their colleagues.
Build a business that communicates with purpose
Workplace communication is vital not just to keep daily tasks moving; it creates direction, unity, and a culture people are proud to be a part of. Whether you’re running a team of three or scaling to 30, focus on the behaviours and systems that enable clarity, inclusion and purpose.
And if you’re just starting your business journey, setting solid foundations matters even more. Contact 1st Formations today, the UK’s best company formation agent, which has helped thousands of entrepreneurs set up their dream teams.
