We communicate every minute we’re in the office.
Through conversation, through email - even through silence. Some of the ways we find to deliver a message help to reinforce the content of the message. Others, well… not so much.

Every office and every situation calls for differing communication techniques. Exactly how do you break down communication barriers between groups of people, perhaps aiming at cross-purposes?

Here are some tips to bring together the people, ideas, and messages in your office.

Use Smart Systems

Office technology has come a long way since the days of the fax machine and the lone, dust-covered IBM (or perhaps an Apple Mac if your office was fancy). Intra-office communication systems are serious business; with phone and telecommunication equipment hosting huge data streams and bearing the brunt of information sharing, like a gigantic, invisible highway.

Smart systems, like CCMN business phone systems provide businesses with small-to-large scale telephony and infrastructure, so that creatives can get to work doing what they do best; create. These systems integrate the telephone network with computer-based communication, allowing for ease-of-use across platforms, for a large range of users at once. Smart systems are in use worldwide, across all sizes of business.

Body of Knowledge

An often overlooked part of our office communication is unspoken; body language.
Practicing positive forms of body language (reciprocal eye contact, smiling and open posture - that is, limbs which aren’t crossed or blocked off) is an important step towards creating an environment in the office which is itself positive, and which fosters contribution and creativity from all employees.

Awareness of body language and learning new behaviours can be difficult and awkward.
A great way to begin is to practice on people you’re already comfortable with - friends, family and loved ones. Try to introduce eye contact, and holding eye contact with them when you’re making an important point. Another tactic to practice is maintaining an open stance. Do this by keeping your feet hip-width apart, shoulders back and proud, and your head facing the person you’re communicating with directly.

The more at ease you feel with this body language, the more natural it will feel in the office environment, and the more you will be able to help others feel at ease with their own physically conveyed communication.

Say What You Mean, Mean What You Say

Directness is something which is also taken for granted in an office environment.
There are many reasons behind this - often we are afraid of communicating something bluntly, or by using indelicate language. This leads to a clouding of fact, and often to miscommunication and misunderstanding.

To remedy this, remove as many areas of vagueness in your communications as possible. For example, when referring to time periods, avoid phrases like ‘a couple of days’ and replace with a much more direct statement, like ‘two business days’.

Introducing directness into your office means that your communications will have the highest chance of being understood and being relayed correctly across multiple channels. It will also create a level of accountability for tasks, in that there is no grey area as to what is expected and when it is expected to be completed. This is positive at all levels of business - for both employers and employees.

Office communication can be a minefield of misteppings and misunderstandings.
The methods above can hopefully set you in good stead to becoming a better communicator with your colleagues and contemporaries - and hopefully create stronger, more meaningful office bonds and friendships. A well-communicated office is a happy, productive office.

Author's Bio: 

Caitlyn Bell is an Arts student whose experiences in life make her really tougher than anyone else. She can lend you expert tips on diverse topics ranging from relationship to fashion, making money, health and so on. Her write-ups are a window into her thoughts and knowledge.