Workplace communication

Workplace communication includes both formal and informal communication. Far from being less important or relevant, the latter is the modality through which the working atmosphere and the work activities take place day after day. As both modalities are very important, both should be attentively planned and managed (see also the module “How to communicate with people with dementia, with their families and colleagues”).

It is also very important to remember than communication is not only content.  In addition, the form through which we communicate our messages says something, and often it says many things! Pay attention to the “LINGUISTIC REGISTER” or the “tone of voice” (serious, ironic, playful, affectionate, formal, friendly, abrupt, aggressive, plaintive, technical, angry, insecure) that you adopt and how you change it.

It is also important to understand that workplace communication can have different purposes:

– TO GIVE OR ASK FOR INSTRUCTIONS

– TO MOTIVATE/ENCOURAGE

– TO TAKE DECISIONS

– TO CORRECT/EVALUATE

– TO CREATE A NETWORK

– TO CHANGE THE CONTEXT

The purpose of a communicative message is not always explicit but if we are able to understand it, it will be easier for us to understand the point of view and the reasons of other people. This does not imply that you have to adopt their point of view, but that you understand that your position, feelings or reasons are not the only one at play and perhaps many misunderstandings or wrong expectations might be avoided.

Work meetings are one of the tools that companies use most often but it is important that they are well organized and prepared. Before setting up a meeting, and while managing it, it is good to ask:

1. Did we plan the meeting with a fair amount of time? Have we chosen carefully the time and place of the meeting?
2. Have we prepared the meeting, giving all the participants the opportunity to learn about the topic?
3. Have we invited the right people? Or is someone missing, who should have been invited?
4. Do we all know each other or do we know what is the reason why we are there?
5.  Are we addressing the topics with the right priority?
6. Are we using the right language?
7. Do we care about everyone’s tiredness?

Most of these rules hold for every other type of information exchange in a workplace included shorter or more informal exchanges (or even for written communications).