How to Improve Communication Channels with Your Peers to Increase Productivity and Job Satisfaction—And How to Have Those Hard Conversations

Kirsten Oelrich
Feb 11
6 min read

Updated: Feb 12

High-Performing Accounting Leader — How to Improve Communication Channels with Your Peers to Increase Productivity and Job Satisfaction—And How to Have Those Hard Conversations

Effective communication is the foundation of a successful workplace. When teams communicate well, productivity increases, collaboration strengthens, and job satisfaction improves. Conversely, poor communication leads to misunderstandings, frustration, and inefficiencies. But improving communication isn’t just about talking more—it’s about ensuring that what’s being said is clear, meaningful, and received correctly. It’s about creating an environment where open dialogue is encouraged, expectations are clear, and even difficult conversations can happen in a way that leads to growth rather than conflict.

A significant challenge in workplace communication is having those tough conversations—the ones we’d rather avoid but can’t if we want to maintain a positive and productive work environment. Addressing performance concerns, resolving conflicts, and providing constructive feedback are necessary for working with others. The way these conversations are handled can either strengthen a professional relationship or create tension and resentment. That’s why learning how to communicate effectively—both in day-to-day interactions and in difficult moments—is critical.

How to Improve Communication Channels with Your Peers by Building Stronger Communication Channels in the Workplace

One of the most significant barriers to effective communication is a lack of structure. Without clear expectations for how and when to communicate, teams can become overwhelmed with excessive emails, unnecessary meetings, and misinterpreted messages.

It’s essential to establish clear guidelines for different communication methods:

A lack of structure is one of the most significant barriers to effective communication

Email – This is Best for formal conversations, documentation, and long-form updates.
Instant Messaging (Slack, Teams, etc.) – Ideal for quick, day-to-day discussions and informal check-ins.
Meetings – Used for in-depth discussions that require real-time feedback and collaboration.
Project Management Tools (Asana, Trello, etc.) – A must for tracking tasks, deadlines, and responsibilities.

Setting expectations around response times is just as important as choosing the right channels. It’s helpful to establish general guidelines, such as:

Responding to emails within 24 hours for standard business communication.
Answering messages in chat platforms within a few hours, depending on urgency.
Using direct calls or in-person conversations for urgent matters that need immediate attention.

Creating these communication norms removes ambiguity and ensures everyone is on the same page about interacting effectively.

Beyond setting expectations, fostering a culture of openness is crucial. People should feel comfortable sharing ideas, asking questions, and voicing concerns without fear of being dismissed. Ways to encourage transparency and engagement include:

Holding regular team check-ins to discuss progress, roadblocks, and new ideas.
Encouraging anonymous feedback to uncover concerns that employees may not feel comfortable addressing publicly.
Normalizing asking for clarification so that no one hesitates to seek clarity when needed.

Good communication also requires strong listening skills. Too often, people focus more on what they’re going to say next rather than truly listening to the other person. Active listening means:

Giving full attention by putting away distractions and focusing on the speaker.
Summarizing key points to confirm understanding and prevent miscommunication.
Asking thoughtful follow-up questions to show engagement and encourage further discussion.
Avoiding interruptions so that the speaker can express themselves fully.

When employees feel heard, they engage more meaningfully in conversations and contribute more effectively to the team.

Feedback is another essential part of workplace communication. Providing constructive feedback helps individuals grow, but it has to be delivered in a supportive rather than critical way. Here are a few guidelines for effective feedback:

Be specific – Vague comments aren’t helpful. Instead of saying, “You need to be more organized,” try, “Let’s implement a system for tracking deadlines so things don’t slip through the cracks.”
Balance positive and constructive feedback – Acknowledge strengths while also pointing out areas for improvement.
Make it actionable – Suggest a solution or improvement instead of just pointing out an issue.

Just as important as giving feedback is seeking feedback from peers. Asking colleagues how to improve your communication style or collaboration efforts demonstrates self-awareness and a willingness to grow.

How to Navigate Difficult Conversations in the Workplace

Even with strong communication practices in place, difficult conversations are inevitable. Whether it’s addressing a conflict, giving tough feedback, or confronting a performance issue, these discussions require careful handling to ensure they lead to positive outcomes rather than resentment.

Prepare Before You Speak

Going into a difficult conversation unprepared can make it harder to stay focused and constructive. Before initiating the discussion:

Clarify the core issue so you can keep the conversation on track.
Gather relevant facts or examples that help illustrate the concern.
Consider the other person’s perspective to anticipate their response and prepare for pushback.

Approach It with the Right Mindset

Your attitude and approach will determine whether the conversation is productive or confrontational. Keep in mind:

Stay calm and professional – Keep emotions in check and focus on facts rather than personal opinions.
Use “I” statements instead of “you” statements to avoid sounding accusatory.
Frame the conversation around solutions instead of dwelling on problems.

For example, instead of saying, “You always interrupt me in meetings,” try:

“I’ve noticed that when I’m presenting in meetings, I sometimes get interrupted before I can finish my thoughts. I’d love for us to find a way to make sure everyone has space to contribute.”

Pick the Right Time and Place

Timing and setting play a huge role in how a difficult conversation unfolds. Consider the following:

Choose a private setting to ensure confidentiality and make both parties feel comfortable.
Avoid having the conversation when emotions are running high to prevent unnecessary tension.
Make sure both parties have enough time to fully discuss the issue rather than rushing through it.

Structure the Conversation for Success

One way to keep discussions constructive is by using the SBI (Situation-Behavior-Impact) Model:

Situation – Describe the context in which the issue occurred.
Behavior – Explain the specific behavior without making assumptions.
Impact – Share how the behavior affected the team, project, or workplace.

For example:

“In last week’s team meeting (situation), I noticed that my presentation was interrupted a few times (behavior). This made it difficult for me to get my points across, and I felt like my input wasn’t being fully considered (impact).”

This approach keeps the conversation factual and solution-oriented rather than emotional or accusatory.

Encourage Dialogue and Seek Solutions

Difficult conversations should be two-way discussions rather than one-sided lectures. After stating your perspective, invite the other person to share theirs by asking:

“How do you see this situation?”
“What do you think would help resolve this issue?”
“What can we do differently moving forward?”

End on a Positive and Actionable Note

Wrapping up the conversation with clear next steps and a positive tone ensures progress is made. Consider summarizing key takeaways and agreeing on an action plan. Even if the conversation was difficult, reaffirming the commitment to a good working relationship helps prevent lingering tension.

Example:

“I appreciate you taking the time to discuss this. Moving forward, let’s check in regularly to make sure we’re aligned and communicating effectively.”

Final Thoughts

Strong workplace communication doesn’t happen overnight, but by consciously setting clear expectations, listening actively, providing constructive feedback, and handling difficult conversations with professionalism, you can create a more positive and productive work environment.

At the end of the day, the way we communicate with our peers directly impacts our success. Taking the time to refine these skills will improve team dynamics and contribute to overall job satisfaction and workplace harmony. Start implementing these strategies today, and you’ll see a noticeable difference in how you and your peers interact and collaborate.

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