TABLE OF CONTENTS

1. Acknowledgement
2. Introduction
3. Components of Communication
4. Important Advantages
5. Identifying Obstacles
6. Effective Communication at Workplace
7. Communication Strategies
8. Verbal and Non Verbal Communication
9. Securing the Workplace Environment
10. Importance of Communication Skills in a Workplace

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 ACKNOWLEGDEMENT
We, “ Apoorv Goel, Aditya Sharma, Gurkirat Singh and Kunal Sharma” hereby certify that
the work which is being presented in the Major Project “Communication in the Workplace” is
su2bmitted in the partial fulfilment of the requirements of degree of Environmental Engineering
at DTU. We would also like to show our gratitude to Mrs. Saroj Bala for sharing her pearls of
wisdom with us and for giving us invaluable insights.
We would like to thank Saroj Bala Ma'am to provide us the opportunity to combine this report.

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COMMUNICATION IN THE WORKPLACE

Workplacecommunication isthetransmittingofinformationbetweenone person or group and

another person or group in an organization. It can include emails, text messages, voicemails,
notes, etc.

COMPONENTS OF COMMUNICATION
There are five components to any communication and a sixth that is the overall environment of the
workplace in which the communication takes place. The components of communication are:

The individual sending the message. The sender must present the message clearly and with
enough detail so that the receiver shares meaning with the sender.
The context for the message. The context is how the message is delivered by the sender of
the message.
Theperson receiving the message.The receivermust listen carefully and intently, ask
questions for clarity, and paraphrase to ascertain that the receiver shares meaning with the sender.
If the receiver trusts the sender, the chances for effective communication increase.
The delivery method you choose. The delivery method should be selected based on the
medium most effective to convey the meaning of the message. Since communication methods are
so diverse since the dawn of computers and mobile devices, decisions about the delivery method
have become more complex. The delivery method must suit the communication needs of both
the sender and the receiver.
The content of the message. The content of the message should be clear and presented
and described in enough detail to obtain understanding from the receiver. If the message content
resonates and connects, on some level, with the already-held beliefs of the receiver, it is most
effective.
Communication methods include verbal communication, instant messages (IM), email, letters,
signs, posters, videos, screenshots, telephones, notes, forms, written documents, and more. These
methods will continue to expand, and employee expectations for instant communication about
everything having to do with their work will continue to grow.

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In-person communication has increased in importance especially for organizational information
that might call for change, provide employee recognition, or allow for on-the-spot questions. In-
person communication is also favored because employees have access to the component, context.

IMPORTANT ADVANTAGES
Workplace communication is vital toan organization's abilityto be productive and operate
smoothly.

 Workplace communication improves worker productivity. Research has shown that

effective lateral and work group communication leads to an improvement in overall company
performance. It has also been discovered that employees who were graded as highest in production
had received the most effective communication from their superiors.

 Workplace communication can increase employee job satisfaction. Employees feel

empowered if they are able to have upward communication. This type of communication is
when information flows upward in an organization and usually consists of feedback. If bosses or
managers are able to listen to employees and respond, this leads to an increase in employee job
satisfaction.
In addition, employees are also happy if there is intense downward communication, which is
information flowing down from superiors or managers to direct reports.

 Workplace communication can also have a positive effect on absenteeism and turnover
rates.

Communication flow is very important to workers. Employees have to feel secure that they are
receiving truthful and updated information from superiors. They also want to have the ability to
share ideas, thoughts and concerns within the company. Studies have shown that even after a layoff,
companies that have excellent communication are able to retain the surviving employees.

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IDENTIFYING WORKPLACE COMMUNICATION
OBSTACLES
Themost common workplacecommunication barriers arenon-attentive listening, interrupting
others, inappropriate reaction, jumping to conclusions, failure to recognize body language
synchronicity and gender differences.
The first four barriers are self explanatory, not listening, acting disproportionately to a situation or
information, and making a judgment before having all the information. Most persons are aware
these are negative actions in the workplace. However, the last two are more subtle. To be more
effective in your workplace communication, you must be conscious of how you are presenting
yourself.
 For instance, body language synchronicity means having your actions match your words
and tone. In addition, recognizing and accepting that women and men communicate differently;
women gesticulate more to demonstrate what they are saying and use more words then men when
communicating.

1. Networking and Personal Contact

Networking in your workplace is essential to effective communication. You should attempt to speak
with co-workers not in your department as often as possible to learn more about the company.
This will in turn, make you more interesting and reflect to your manager or supervisor that you
are professionally invested in the company.
Moreover, it will allow you to expand your ability to communicate outside your department’s jargon.

2. Attitude And Demeanor

Your attitude and demeanor should be courteous, clear and consistent. Being courteous gives others
the impression that you care and have an investment in the professional relationship. When asking a
co-worker for advice or assistance, use the phrase “would you please” rather than just “please” and
always show gratitude to promote rapport and convey parity. Asking follow up questions such as
“Have I explained this clearly?” instead of “Do you understand” builds trust and reflects consistency
in parity and rapport. This also helps to foster clarity, lessening miscommunication.

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3. Active Participation

Conversations should be a fluid volley between participants—each allowing the other to make a
statement, observation, or ask a question without interruption or negative reaction. Have something
interesting to say besides work related topics. You can read your local newspaper in the morning
to help gain an understanding of what is occurring outside the workplace. For conversations that are
work related, read trade or industry publications to stay informed and up-to-date. Effective
communication is not only about listening; it is about being able to bring an interesting or
informed opinion to the conversation.

4. Etiquette And Technology

According to a study conducted by the Interactive Advertising Bureau, more than 70 percent of
mobile phone users use text messaging and 95 percent of text messages are opened, while only 25
percent of email messages are opened. Moreover, co-workers will actually email one another rather
than engaging in direct conversation when situated right next to or adjacent to one another. This
causes a significant obstacle in workplace communication and using less of these mediums to
communicate will foster more effective communication.

5. Body Language

Body language is perhaps the biggest part of effective workplace communication because of its
“tells”—gestures and facial expressions tell the listener what you are thinking or what your
attitude is regardless of what you are verbalizing. If you find a new policy unfair, when your superior
asks your opinion, irregardless of what words you choose to use, your body language will reveal your
true feelings. Such as shaking your head “no” when you say that you completely agree with the new
policy or crossing your arms while giving your approval; both gestures will say “I don’t like the new
policy” while your lips are saying, “Fine by me”.

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EFFECTIVE COMMUNICATION AT WORKPLACE

Any workplace thrives with effective communication. Effective communication empowers

employees and provides clear direction and feedback agents for employees to express their
thoughts, suggestions and concerns. Effective workplace communication is based on
interpersonal, professional relationships that are developed through a keen awareness of courtesy,
attentive listening, active participation and situation appropriate body language.

Definition
Effective communication is the process of accurately forming a message, sending it and it being
completely understood by the recipients. Effective communication requires that verbal (spoken
words) and nonverbal (body language, gestures and actions) agree with one another. For example, if
a manager verbally says he is interested in the employees' suggestions but never creates a way or
opportunity for employees to express their thoughts, the messages will contradict each other. This
leads to confusion and frustration.

Function
The purpose of effective communication in the workplace is to provide clear objectives, tools to
accomplish those objectives and an action plan to follow. Providing clear direction increases
employee satisfaction, which has a direct impact on customer satisfaction, according to
morebusinesss.com. It also creates a strong corporate culture where employees trust leadership
and feel like they have a voice, according to

Alliance Training and Consulting. For example, if leadership effectively communicates with
employees certain goals and expectations, the employees will be able to accomplish the goals with a
sense of completion. Effective communication in the workplace provides purpose and reward
when the purpose is fulfilled.

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Types of communication

Effective communication in the workplace can manifest itself in different ways. Written
communication such as memos, the company intranet and emails are traditional types of
communication in the workplace. Feedback agents such as focus groups, employee surveys and
discussion groups encourage employees to share their viewpoints with upper management.
Meetings are held to verbally communicate vision, direction and important information specific to
the company.

Type of Workplace Communication

Internal workplace communication is all messages sent within the company. According to Lee
Hopkins, a leading Australian communication consultant, "internal communication is the
conversations that businesses have with their staff and those staff have with each other." This
may be between two employees; management and a team of employees; or the company as a
whole and all employees. External workplace communication is messages sent to people outside
the company such as business-to-business communication, marketing efforts, PR..

Considerations

Effective communication in the workplace is a work in progress. Every company and business
always has room for improvement with its communication. A communication specialist can
perform an assessment and provide an objective look at how effective the company’s
communication is.

Corporate communication should be sent through various media to send

one message various ways, according to morebusiness.com. This will ensure everyone
understands the message and the message is constantly reinforced.

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COMMUNICATION STRATEGIES

Communication is the exchange of information between a sender and a receiver. Technology has
changed the dynamics of modern day communication completely. It is important for people to take
into account every aspect of how they are relaying information. This is where communication
strategies come into play. Communication strategies are the blueprints for how this information will
be exchanged.

TYPES OF COMMUNICATION STRATEGIES

Communication strategies can be verbal, nonverbal, or visual. Integrating all the strategies together
will allow you to see the most success. This allows a business to meet employee needs and
increase workplace knowledge.

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 Verbal communication strategies can be broken down into the two categories of written
and oral communication. Written strategies consist of avenues such as e-mail, text, and chat.
Examples that fall into the oral category are phone calls, video chats, and face-to-face conversation.

Nonverbal communication strategies consist of mostly visual cues, such as body

language, facial expressions, physical distance between communicators, or the tone of your voice.
These cues are typically not intended. However, it is important to realize the message you are
sending. Otherwise, you may be saying one thing, yet the receiver is hearing another.

Visual communication strategies can be seen through signs, web- pages, and illustrations.
These strategies are used in the workplace to draw attention and provide documentation. Human
resource is required to post certain visuals throughout the workplace to comply with safety laws.

EFFECTIVE WORKPLACE COMMUNICATION STRATEGIES

1. GiveYourUndividedAttention-Whetheryou'reinagroupmeetingorwith one employee,

offering your full focus to those you're with will greatly improve how you're received. How often
have you been in a conversation with someone who kept looking at their smart phone or
elsewhere while talking or listening to you? Lack of focus devalues the conversation causing
people to tune out. Maintain eye contact during conversations and meetings, and put all other things
aside to visually convey your focus and encourage each individual to stay present.

2. Take Time to Listen- Don't monopolize the conversation. After a while, people will start tuning
you out and your message will be lost. Be frugal with your words, avoiding fluff and fillers. Pause after
important points to take questions or check for understanding. This will help your staff members
feel that they play an active role in the conversation.

3. Be Mindful of how you are Communicating- Your words are only a fraction of the
message you relay to staff members. Body language and tonality contribute heavily toward the
effectiveness with which your communication is received. Maintain a relaxed stance and facial
expression while speaking with employees. Rest your arms by your sides rather than crossing them

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over your chest as this is a defensive posture. Make eye contact, smile when it's appropriate and nod
your head affirmatively while listening.

4. Follow Up in Writing- No matter how compelling your meeting was, it's probable that those in
attendance will not remember everything that was shared. Prior to the meeting, designate a person to
take notes. Assimilate this information into a bullet-pointed email to send to your team as a follow
-up and refresher. Short, concise notes will keep important information fresh in people's minds.

5. Inform and Inspire- Communication is a form of information exchange. Explaining and

clarifying your thoughts and ideas is important in a leadership role. But passing on information to
your team is only half of the equation. As a leader, it's vital to your business that your communication
efforts inspire your team as much as they educate them. Plan ahead for meetings and
conversations so you can effectively mix information and inspiration. If this is particularly
challenging for you, the support of a mentor or coach can be helpful.

6. Employ the inclusive communication strategy- An inclusive strategy of communication is one

in which all members are invited to become part of a decision taken by the company. Such decisions
are related with day to day working of the company. This encourages employees to deliver more
productive and creative ideas for the company. As a result, the talent source is not limited within the
company.

7. Employ multiple channels to transfer messages- To make sure that each and every member
of your organization receives the message you need to send it through multiple channels. Some
highly effective channels to transmit messages are face to face conversations, meetings, postings,
memos, email, interacting via telephone, faxes, and emails.

8. Try to repeat important messages1- Besides using multiple channels to transfer the message,
the organization may also improve communication by repeating an important message a couple
numbers of times. This will ensure that no one leaves out listening to a vital piece of information.

9. Communicate objectives and goals with every department- No matter what role an employee
possess, it is essential that he must possess clear understanding of company’s policies and goals.

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Even employees must be informed for all important functionalities of the organization. Onlythen a
company can develop efficient communication system within the organization.

10. Make vital information available to employees all the time- It may happen that one or other
individual may not be available during presentation of an important piece of work. It is therefore
vital for the company to ensure that each and every employee receives information even if he was
not present at that moment. In such situation, companies need to make the information always
available to their employees through emails, or messages.

11. Non-verbal Language- Nine-five percent of our communication is non- verbal, which includes:
eye movement, tone of voice, posture, facial expressions and hand gestures. When talking to
someone keeping eye contact without staring shows a sense of confidence. Be aware of non-verbal
communication and keep it consistent with your message.

12. Vocal Cues- Do not use an excessive amount of 'filler' words (sayings or words repeated
often), sounds such as "uh, um" or use lengthy pauses during conversation. The listener will lose
interest in what you are saying and will become bored.

13. Create an Atmosphere of Openness- To establish a good relationship with customers and
create a comfortable atmosphere be attentive to the numberof interruptions. Give your
customer/acquaintance your undivided attention by not keeping physical barriers (such as desks)
between you. Avoid trying to communicate in a busy area and keep your focus on the listener.

The effects of improved communication may or may not appear overnight. Stick with it for the long
haul, and eventually your business will reap the rewards of better communication in the workplace.
Check in with a business peer or mentor whenever possible to talk about how things are going
and brainstorm ways to continue improving communication between you and your employees.

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STRATEGIES FO ACCURATE PERCEPTION

Communication is a two way process. So as important as it is for the sender to communicate

properly it is also equally essential for the receiver to perceive it accurately. A very major part of
communicating accurately is perception of things in the right manner, hence strategies for
accurate perception are extremely relevant to this context. Some of which can be summarized as
follows-

 Analyze your own perceptions. Question your perceptions, and think about how they are
formed. Check in with others around you regularly, and be aware of assumptions that you are
making. Seek additional information and observations. You may just need to ask people if your
perceptions are accurate.
 Work on improving your perception. Increase your awareness of barriers to perception,
and which ones you tend towards. Check in with yourself regularly. Seek honest, constructive
feedback from others regarding their perceptions of you as a means of increasing your self¬-
awareness.
 Focus on others. Develop your ability to focus on other people, and understand them better
by trying to gather knowledge about them, listening to them actively, and imagining how you would
feel in their situation.

VERBAL AND NON VERBAL COMMUNICATION

Humans are pack animals. Our ancestors hunted and gathered as a collective, depending upon one
another for protection, sustenance and companionship. Our success as a species and as
individuals depends upon our ability to effectively communicate, both verbally and non-verbally.
Verbal and non-verbal communication shapes our interactions with others in business and
interpersonal relationships, as well as our financial and personal success, and our physical and
psychological well-being.
Understanding the different aspects of verbal and non-verbal communication, and the important
roles they play in our interactions with others, is the first step to enhancing positive communication
and nurturing relationships.

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 VERBAL COMMUNICATION

Verbal communication encompasses any form of communication involving words, spoken,

written or signed. The conversation we have with our co- worker at lunch, the morning news or the
sports page we read in the morning--even the text message you send to your spouse telling him to
pick up some milk is a form of verbal communication. Our ability to communicate with a
language that is based on an organized system of words, rather than merely sounds, is what sets us
apart from lower species. Not only do we have language, but we also have the technology that
enables us to communicate with one another no matter the physical distance.

 NON VERBAL COMMUNICATION

Interpersonal communication is much more than the explicit meaning of words, the information or
message conveyed. It also includes implicit messages, whether intentional or not, which are
expressed through non verbal behaviours.

Non verbal communication includes facial expressions, the tone and pitch of the voice, gestures
displayed through body language and the physical distance between the communication.

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 NON VERBAL COMMUNICATION CUES CAN PLAY FIVE ROLES

 Repetition: they can repeat the message the person is making verbally.

 Contradiction: theycan contradict a message the individual is trying to convey.

 Substitution: theycan substitute for a verbal message. For example, a person's eyes can often
convey a far more vivid message than words.
 Complementing: they may add to or complement a verbal message. A boss who pats a person on
the back in addition to giving praise can increase the impact of the message.
 Accenting: they may accent or underline a verbal message. Pounding the table, for example, can
underline a message.

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Types of nonverbal communication and body language

 Facial Expressions

The human face is extremely expressive, able to express countless emotions without saying a
word. And unlike some forms of nonverbal communication, facial expressions are universal. The
facial expressions for happiness, sadness, anger, surprise, fear, and disgust are the same across
cultures.

 Body movements and posture

Consider how your perceptions of people are affected by the way they sit, walk, stand, or hold their
head. The way you move and carry yourself communicates a wealth of information to the world. This
type of nonverbal communication includes your posture, bearing, stance, and subtle movements.

 Gestures

Gestures are woven into the fabric of our daily lives. We wave, point, beckon, and use our hands
when we’re arguing or speaking animatedly—expressing ourselves with gestures often without
thinking. However, the meaning of gestures can be very different across cultures and regions, so it’s
important to be careful to avoid misinterpretation.

 Eye contact

Since the visual sense is dominant for most people, eye contact is an especially important type of
nonverbal communication. The way you look at someone can communicate many things, including
interest, affection, hostility, or attraction. Eye contact is also important in maintaining the flow of
conversation and for gauging the other person’s interest and response.

 Touch

We communicate a great deal through touch. Think about the messages given by the following: a
weak handshake, a timid tap on the shoulder, a warm bear hug, a reassuring slap on the back, a
patronizing pat on the head, or a controlling grip on the arm.

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 Space

Have you ever felt uncomfortable during a conversation because the other person was standing too
close and invading your space? We all have a need for physical space, although that need differs
depending on the culture, the situation, and the closeness of the relationship. You can use physical
space to communicate many different nonverbal messages, including signals of intimacy and
affection, aggression or dominance.

SECURING THE WOKSPACE ENVIRONMENT

Earlier this summer, we saw the worst ransom ware outbreak in history in the form of
WannaCry. According to Cyence, a cyber risk modeling firm, global revenue losses are
purported to be in the region of $4 billion. Players of all sizes in the public and private sector were
affected, with patient records and financial datasets being exploited.

Figures suggest that cyber attacks of this nature will only become more rampant, the
consequences of which will make businesses wanna’ cry. Juniper Research found that 2.8 billion
customer data records are expected to have been stolen by the end of this year alone, a figure that is
expected to triple within five years, amounting to $8 trillion’ worth of financial losses.

Despite such staggering projections, businesses are frequently failing to address the issues. In
fact, only 42 per cent of small and medium size businesses (SMBs) are concerned about
ransomware, and over a quarter of small business personnel lack cyber training. SMBs are
falling short on their cybersecurity strategies, and leaving themselves wide open to risk.

Data protection rules getting more strict

Increasingly stringent rules and regulations like the upcoming EU’s General Data Protection
Regulation (GDPR), which will be implemented in May 2018, mean that enterprises will have a far
greater obligation to protect both internal and externaldata.

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 Failure to do so will result in hefty fines and loss of public trust. Fines amounting up to 4% of
global turnover could be administered to firms who do not adequately protect their interests, a
penalty which could mean huge financial repercussions for companies not playing ball.However,
there are certain measures a business can take to safeguard themselves, their customers and
their revenue. One of the most important of these is securecommunication.

End-to-end encrypted communication one piece of the puzzle

Against a backdrop of ever-increasing digital risks, secure business communication has

become essential. This has propelled demand for platforms that offer end-to-end encryption
(E2EE). More data is shared within organisations over communications platforms than ever
before, which has opened a new arena of complications with regards to data breaches, an arena
within which only E2EE can do battle.

E2EE provides another layer of protection as keys are only stored on each user’s device, one at
each end of the conversation, and only these keys can unlock the contents of the message. New
keys are generated for any communication at both ends (each device) so should someone gain
access to one message, they will not gain access to all future communications. This
approach ensures all communications are kept private and secure, dramatically reducing risk.

Three main reasons for secure business communication:

1. To protect customer data — healthcare companies, businesses in the legal and financial sectors,
tax advisors and private banking;
2. To protect intellectual property amidst fears of growing industrial espionage, in particular with
companies from the pharmaceutical, automotive and industrial sectors;
3. To protect internal communication — government institutions and M&A departments of
large corporations, etc., and communication with customers.

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Security can’t come at the cost of productivity

However, using an E2EE communications tool shouldn’t mean sacrificing essential business
functions, such as secure file and screen sharing and video calls. Fortunately there are now
solutions available, which combine the security benefits of E2EE with a non-technical user
interface and the tools businesses rely on.

Not all providers are equal

Whilst secure communication will fortify a firm’s cyber defences, businesses need to
think carefully about how safe and, more importantly, how reputable a secure communications
platform is before implementing it into a business model. Just this month, Lookout Security
Intelligence discovered malware hidden in a messaging app called SonicSpy; malware under the
guise of an enterprise communications platform for workers who travel abroad, available on Google
Play, a trusted app store.

The blurry lines between personal and business

This incident exemplifies a wider issue revolving around how companies prioritise cybersecurity
within the workplace, as it indicates that companies do not have sufficient awareness over the
applications that are being used on their employees’ devices.

The boundaries between personal and business communication are blurring at an increasing
velocity, meaning that unsafe and unsecure applications have become rife within workplaces,
which carries huge risks. Apps like SonicSpy can open businesses up to threats, surveillance and
extortion, and the onus is on business decision makers to implement policies to protect
themselves, and promote apps that are suited for both business and personal use.

Data breaches on the scale of WannaCry can be avoided.

We will see more sophisticated in the future and secure communication is the frontline of
defence. End-to-end encryption is crucial for enterprises to protect their assets and meet regulatory
standards.

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But ultimately it’s about the people within that enterprise. More people are worried about privacy
and security — over 80 per cent more than last year — which means employees need to be
reassured that their workplace is taking measures to protect their data.

Top 10 Business Communication Trends- Improve Communication

in theWorkplace

Nowhere is advancement more prevalent in our current society than in the communication field.

The means of communication just 10 years ago are very different to what is happening today. As
it turns out, these changes have also affected business communication. The ability to evolve and
adapt is an important characteristic of forward-thinking companies and this encompasses
communication as well.

To stay competitive, you need to evolve with and embrace the changing times. Keeping up with
business communication trends will help you know what you need to be doing right now -- to be
ready for the future.

1. Social Intranet Software

The adoption of social intranet software has been on the rise. This trend has been fuelled by
engagement and enthusiasm. Today's intranet software features common social components --
like you would find on public-facing sites like Facebook and Twitter.

The many features of social intranet software will build more effective internal communications
in yourcompany.

2. Collaborative Online Workspaces

Successful organizations recognize that group work is central to their success. Traditional spaces
have been replaced with collaborative online workspaces. They incorporate a social component to
foster interaction and innovatio1n. This move has been fuelled by the need to support good work
processes, creativity, diversity of thought, and a sense of community.

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Modern collaborative workspaces support small group interactions in less formal settings. Large
spaces make small groups uncomfortable and limit effective internal communication. By going
for small collaborative workspaces, employees can comfortably create and share content and
have meaningful discussions.

3. Unified Communications

Unified communication is the integration of real-time and near real-time communication

systems. This includes the integration of chat services, phone, video conferencing, messaging,
feedback and commenting systems, and others. Unified communications also provide a
consistent user interface and experience across a range of devices and media types.

By bringing together voice and data, a unified communication system reduces infrastructure
costs and contains more features for a more responsive experience. It makes everyone’s life
simpler and enables management to quickly see when employees are available to chat.

4. Video Conferencing

While video conferencing has existed since the 1980s, a new business use case has begun to
emerge. The traditional use case of video conferencing in the boardroom has been replaced with
video-enabled phones and tablets that allow employees and management to call wherever,
whenever.

Web-based video conferencing services have also made it easier for teams to meet in virtual
rooms, which has greatly improved collaboration efforts. Most video conferencing solutions also
come bundled with collaboration capabilities such as document sharing, text chat, and screen
sharing.

5. Robust Mobile Devices

One of the biggest business communication trends is the power of mobile devices. They have
changed business for the better, similar to what the desktop computer did in the early 80s.
Today’s smartphones are more powerful than computers were just a few years ago -- and this

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has created opportunities for businesses.

With mobile intranet software, it is no longer necessary for employees to be glued to their desks to
get work done. They can log in via their smartphones or tablets, access company data, and
update the rest of the team on their progress. With a bring-your-own-device program in place, you
can establish better internal communication in the workplace. Employees can use their personal
devices at work and be just as efficient. The real benefit here is that employees enjoy using their
own devices -- and the company benefits by having easy reach to employees at all times.

6. Cloud-based Apps

The cloud movement continues to grow, and we are seeing more and more services going that
way. Many companies providing cloud solutions have affordable services geared towards small
businesses that cannot afford a fully-integrated system for running day-to-day activities.

Cloud-based services and apps are also accessible on mobile devices -- making it highly
convenient when collaborating on projects and communicating with your team. With real-time
editing capabilities and other advanced sharing options, many businesses are opting for cloud
intranet software due to its flexibility.

7. Seamless Technology Integration

The ability to move conversations and data from one platform to another is huge these days -- so
much that you don't even think about. It is expected that all of your devices will contain all of your
conversations.

This business communication trend is also seen in some bring-your-own- device initiatives. Some
organizations encourage their employees to make their personal devices their work and life
companions -- reducing friction between the two. As it turns out, company communication is
greatly enhanced in the process.

8. Chat Services

Despite being an old innovation, chat services are still around, but they are getting a revamp. Chat
services now accommodate a range of media types including video and video conferencing.

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These services have also been integrated into existing services enabling teams or employees to
quickly bring each other to speed when necessary.

Social intranet software integrates chat with other business communication tools, and some
organizations have dedicated intranet chat tools to keep in touch with various teams and
departments. Chat is real-time while remaining unobtrusive, hence its attraction.

9. Use of Video

Video on the web is on the rise and continues to1 grow. As bandwidth speeds improve, more
users are opting to view video, both within and beyond organizational firewalls. By supporting
multimedia on your social intranet, you can benefit from improved employee engagement and
better retention.

Video is being used to train staff, explain a process, and to disseminate vital company
announcements from management. Since video is more engaging, it is more effective as an
internal communication method, which is why more companies are following this trend.

10. Infographics and Images

Infographics and images are everywhere, and people respond better to visual information than
plain text. With this realization, there has been an influx of online tools enabling businesses to
create engaging visual imagery to communicate their messages more effectively. Infographics are
very effective in explaining a process to employees, and there are many tools and apps available
that can help you design and create then for a low cost.

IMPORTANCE IN WORKPLACE

The importance of communication skills can be seen when good, quality communication occurs
that prevents misunderstandings, miscommunication and conflict. It produces productive work
and performance which ultimately impacts the company's bottom line.

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The Importance of Communication Skills for Effective Organizational
Performance in the workplace cannot be stressed enough.

Managers need to understand the importance of communication skills in order to increase the
effectiveness of internal communication between management and staff.
The importance of communication skills are often listed in the "top four" job skills which predict both
employee and employer satisfaction. Poor communication is often a reason that employees quit
jobs or look elsewhere to find other opportunities.

Whileonemightthinkthat salarieswouldbemostimportant,this isn't alwaysthecase.

Misunderstandingwhatisbeingsaidatworkcanleadto increased stress and job frustration.

The bottom line? Communicating clearly is a vital part of optimizing worker

- and employer - satisfaction. Never underestimate the importance of communication skills in all
workplace situations. Speak directly and employers will understand what employees are saying
(and vice versa). In contrast, hesitant, garbled or indirect language can not only create confusion and
frustration but keep the intended message from getting through. It is a mistake to think that
completing required tasks is enough to stay competitive in a tough job market. The power of well-
chosen words, campaigns, award ceremonies and other forms of communication can help
employees remain satisfied at work.

A vital part of communication is making employees feel understood and valued. Specific
campaigns can help boost employee morale and give workers a chance to feel recognized and
valued. When there is a strong morale in offices and other work environments, job retention is often
high as well. The type of campaign that can be devised is limited only by imagination but should
fit the job and goals of the workplace. Find sources of effective banners, slogans and other ways to
support campaigns.

The importance of communication skills - So what are the specific communication skills which
are most important? To understand this, it may be helpful to understand basic communication
patterns which are already occurring at work. Pay attention to what is said when talking to others and

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pay equal attention to the person's response. Don't ignore nonverbal cues such as yawning,
crossed arms and other signs of boredom or frustration. These are signs that communication needs
to be enhanced.

Of course, getting people to have team spirit or to feel valued as part of a group is also important.
Clear, direct language can help employees and employers feel like they are working towards a
common goal - or create dissatisfaction. From start to finish, every person involved in a project
should have a clear sense of the reason for doing a required tasks and it also helps if they feel valued.
The right words can boost group morale.
Emphasize the team purpose and have frequent feedback sessions to nip frustration in the bud. If
an employer or employee indicates signs of anger, unhappiness or confusion, be sure to stress the
main goals of the job. Perfect communication at all times is not always possible but clearing up
problems can be handled quickly by asking the right questions. This is where the importance of
communication skills comes in. Find out if everyone shares a solid understanding, not only of
goals, but expected time frames to complete tasks, possible costs and other aspects of the job.
Listen to suggestions and ideas for improving job performance.

Highlighted under the importance of communication skills is the skill of simply listening.
Don't make the mistake of assuming that only spoken words fall into the realm of communication.
After making a statement or point, stop and listen. Wait at least ten or fifteen seconds before speaking
again - and perhaps longer. This gives people a chance to collect their thoughts and respond.
Good listeners are often equally good at getting people to feel understood and this helps build
trust and a happier workplace.

Finally, recognize that communication is not just about speaking or listening. It can include
different forms of verbal and non verbal communication such as different types of electronic
communication, special badges or pins, specific surveys and awards and perhaps an employee of
the month special award ceremony. All of this boosts morale, builds trust and creates a more focused
and effective work environment.

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