How to improve team communication: Strategies for lasting change

Picture a team that works like a well-oiled machine. Everyone knows their part, they trust each other, and stuff gets done. Sounds great, right? The secret ingredient is good communication.

But good communication isn’t magic. It takes work, especially with remote or flexible teams – and workers are looking for better ways to communicate, according to the 2024 Workplace Experience Trends and Insights Report by Appspace.

Thirteen percent of in-office, remote and hybrid employees cited communicating quickly and seamlessly across platforms and devices as a top challenge, the report found.

Looking at challenges specific to both the in-office and remote experience, each group named issues surrounding communication in the report. For in-office employees, a top struggle includes collaborating with employees not in their location, while for remote employees it’s forming camaraderie and connections with others.

Let’s get practical so you can start seeing real communication improvement.

Why team communication matters

• Stronger teams: Open, honest communication builds trust. Teams that trust each other get more done (and have more fun doing it!).
• Better problem-solving: When everyone’s on the same page, problems get solved faster and ideas flow.
• Less drama: Misunderstandings and gossip happen less when people feel comfortable talking directly with one another.

Step 1: Check yourself

Before buying fancy software, take an honest look at how your team communicates now:

• Which tools do you use? Email, Slack, project management software – you probably use a bunch. Are they helping or getting in the way?
• How do people talk? Does everyone have a voice, or do certain people dominate? Is there respect, even when disagreeing?
• Get feedback: Ask your team. Anonymous surveys or one-on-ones get you the real scoop on what’s working and what’s not.

Step 2: Build better habits

Here’s where change starts to happen:

• Set some goals: “Improve communication” is way too vague. Decide what you want, like faster responses, clearer project updates, or more relaxed team hangouts.
• Make the rules clear: How fast should people reply? When’s email vs. chat better? Simple guidelines stop frustration.
• Meetings that don’t suck: Have a plan for each meeting. Keep it short and focused. Make sure folks have a chance to contribute.
• Open doors: Managers, make it known that your team can come to you with questions or concerns anytime.

Step 3: Tools that actually help

Choosing the right communication tools is key, but remember, it’s how you use them that matters. Here’s a breakdown of when different tools shine:

• Fast chat (Slack, Teams, etc):

  • Best for: Urgent questions, quick check-ins, informal team banter.
  • Watch out for: Notifications overload, important info getting lost in the noise.
  • Pro tip: Set clear expectations for availability and response times.

• Project management (Trello, Asana, etc.)

  • Best for: Tracking tasks, deadlines, and project progress.
  • Watch out for: Complexity creep – keep it simple and focused on essentials.
  • Pro tip: Integrate with your chat platform for streamlined updates.

• Video calls (Zoom, Teams, Meet, etc.)

  • Best for: Complex discussions, building relationships, remote team bonding.
  • Watch out for: Zoom fatigue. Be mindful of meeting length and purpose.
  • Pro tip: Use features like screen sharing and breakout rooms for collaboration.

• Beyond the basics

  • Document collaboration: Google Docs, SharePoint for collaborative editing.
  • Internal Wikis or knowledge bases: Confluence, Guru for centralizing information.
  • Intranet: For company-wide announcements and shared resources.

Finding your perfect mix

The right toolset depends on your team’s size, work style, and specific needs. Don’t be afraid to experiment. Consider these factors when making decisions:

• Ease of use: Will your team actually adopt it?
• Integration: Does it play nicely with your other tools?
• Features: Does it have the functionality you really need?
• Cost: What fits your budget, and is the return on investment worth it?

Important note: Even the best tool is useless if your team doesn’t have clear guidelines on when to use what. Establish protocols around which channels are best for different types of communication.

Step 4: Keep it human

Mastering the right way to communicate effectively has never been more important. Indeed, Pumple.com’s Communication in the Workplace Statistics 2024 found that 86% of staff and executives believe poor communication is the main cause of workplace failures.

The good news? Good communication translates into increased productivity by 25%.

Technology is a powerful tool, but it’ll never replace genuine human connection. Here’s how to make sure the ‘people’ part of communication shines:

• Listen to understand, not just reply: Truly listening to your teammates builds trust and leads to deeper conversations. Put away distractions, maintain eye contact, and ask thoughtful questions to show you’re engaged.
• Recognize and adapt to different styles: Not everyone communicates the same way. Some folks love to brainstorm out loud, while others prefer to carefully craft a written message. Adapt your approach to make sure everyone feels heard and understood.
• The power of empathy: Try to put yourself in your teammate’s shoes. What are their challenges and motivations? Understanding their perspective helps you communicate more effectively and avoids misunderstandings.
• Feedback as a gift: Honest, constructive feedback is essential for growth. Focus on specific behaviors rather than the person. Frame it as an opportunity to improve and offer solutions, not just criticism.
• Appreciation matters: A simple “thank you” goes a long way. Publicly recognizing great communication reinforces positive behaviors and makes everyone feel valued. You might even have a team channel for shoutouts or a small awards program.

Pro tips:

• Schedule “focus time”: Block out time on your calendar where you shut off notifications and give tasks your full attention. Let your team know when you’re in focus mode and when you’re available for quick chats.
• Embrace asynchronous communication: Sometimes, a well-crafted email or shared document is better than a rushed meeting. This gives people time to process information and contribute thoughtfully.
• Informal check-Ins: Go beyond work talk. Build rapport by taking a few minutes to chat about hobbies, pets, or weekend plans. This strengthens team bonds.

Leadership matters

Managers, your team is watching you! Model the kind of communication you want to see:

• Be transparent: Share the “why” behind decisions, it shows you trust your team.
• Ask for feedback: Show that you’re open to hearing other ideas and concerns.

Change takes time

Building great team communication isn’t a one-and-done deal. Be patient, keep getting feedback, and celebrate improvements along the way.

Ready to level up your team’s communication skills? We can help. Let’s talk.