8 Steps to Better Office Communication

By Susan Voigt-Reising

Personality conflicts and office squabbles can cause stress and take a toll on team productivity. Need to address these issues in your work environment? Use and coach your team members to use these simple yet powerful steps for clear communicaiton and conflict resolution:

1. Breathe.
When you feel challenged, take a breather before you react. With a little perspective, some problems melt away.

2. Act.
If the issue represents a real stumbling block in the workplace, don’t allow it to fester. Address it directly with the person or people involved as soon as you feel you can do so professionally.

3. Be open.
Own your own part in any conflict and avoid excuses. Be willing to receive feedback without defensiveness.

4. Clarify.
No two people perceive the same event exactly the same way, so strive to create a shared understanding: “I’d like to be sure I’m clear on your point of view. Here’s what I think I heard you say…”

5. Compromise.
Be prepared to give and ask others to do the same. “It’s important to me that we find a middle ground on this. Will you help me do that?” Note: If the issue is between a supervisor and a supervisee, compromise may not be required, but almost always is appreciated.

6. Own emotions.
If the issue brings up anger, hurt or another emotion, don’t let that take over the situation or cause you to act in a way you’ll regret. Instead, take ownership of the emotion by communicating with “I” statements. For example, “When _____ happens, I feel _____. I would appreciate _____.”

7. Stay on topic.
Resist the temptation to bring in past conflicts with the person or people involved, unless directly related to the current problem.

8. Build a solid foundation.
Give what you’d like to receive. Don’t talk negatively about others in your office. If you frequently find yourself at odds with someone, go out of your way to appreciate positive attributes of that person.

Don’t wait another day to improve your office communication. When teams learn and practice these skills, everyone reaps the benefits of a happier, more productive work environment.

Susan Voigt-Reising is the founder and owner of
SVR Communications Coaching & Consulting,
specializing in executive, team and personal coaching; facilitation and speaking; project management; and writing and editing services.

More information: www.svrcommunications.com.