Communication Methods: 10 Practical Approaches

Communication can be notoriously difficult to get right. A quick search engine search for effective communication methods will provide the researcher with a list of key ingredients for successful methods of communication which will no doubt convey the importance of timeliness, content, consistency, appropriateness and so on. All are crucial; however, this blog looks at practical communication channels that you may wish to consider as part of your communication strategy. These approaches combine verbal and nonverbal communication techniques, ensuring that both spoken word and body language work together to convey messages clearly.

Communication Strategy: Planning Communication Methods

Plan:

Create a comprehensive internal communication strategy that outlines your objectives, target audience, and chosen channels. Make sure your strategy accommodates various methods, such as written communication, oral communication, and visual communication, to reach one or more recipients effectively.

Content:

Ensure the content you share is relevant, timely, and accessible to all employees. Incorporating visual aids and clear formatting enhances comprehension, especially when dealing with unfamiliar data or industry jargon.

Measure:

Track the effectiveness of your communication efforts and make adjustments as needed. This helps identify mistakes and allows you to provide feedback promptly, which is essential for continuous improvement.

The following potential written, verbal, digital, and non-digital channels highlight practical ways that you can improve communication in your organisation.

1. Town Halls

A town hall communication method event (also known as Quarterly Briefs), is a site/ division/ business-wide gathering where leadership share updates, discusses key initiatives, and addresses employee questions or concerns. These meetings aim to foster open communication, transparency, and collaboration between leadership and employees through effective communication methods. They also give employees the chance to practice active listening and develop their communication skills during one-on-one conversations or group settings.

‘Pros’

Executive leaders can communicate their message without the context being interpreted or diluted.

‘Cons’

Mostly one-way communication methods and the audience are typically nervous to ask questions. Likely means people have to stop work to attend which can be difficult in some industries. This can limit opportunities for immediate feedback or interactive dialogue using both verbal and nonverbal cues.

2. Senior leader’s video message

‘Pros’

A medium for Senior Leadership teams to get their weekly communication out and across the enterprise. A brief message from the senior site leader is one effective method of communication. These videos provide a platform for leaders to provide a reminder of one of the key goals of the organization and give personal recognition from the previous week.

‘Cons’

Weekly message may not be applicable for some of the audience. Access to hardware to view the videos could be challenging for some organisations.

3. Team Center DMS Boards/ Screens

‘Pros’

Team Center Daily Review and Response routines are an effective way to support individuals to achieve their personal/ team targets. These can be physical boards or digital screens. Not everyone likes apps! A good old Daily Management Board and the power of the pen can still be an effective way to communicate

‘Cons’

Very few. Striking the balance of local information and site wide information is critical. Some organisations may deem the ‘time’ investment in these formats too much of a burden. If not kept up-to-date, the screens and boards will disengage the teams. Using visual communication through digital screens ensures that information is delivered in a concise manner and easy for all to understand.

4. Toolbox Talks

A toolbox talk is a brief, informal meeting, typically before a work shift or start of the working week, to discuss specific topics. These talks are meant to be short, focused, and easily understood. Content can include refreshers on safety procedures, addressing any quality concerns or raising potential service issues. They help promote clear and concise communication, especially in high-pressure environments.

‘Pros’

They encourage open communication between employees and management, allowing for the sharing of concerns and the dissemination of important safety information. They are a great opportunity to improve nonverbal communication skills as well, with leaders observing body language and facial expressions to gauge understanding.

‘Cons’

In roles where the oncoming employee is required to relieve the off going employee of their duties, it can be challenging to implement tool box talks without shifts overlapping which is a cost.

5. Shift Handovers

Shift handovers are an effective method of communication for an off-going shift to communicate to an oncoming shift. These handovers should be structured with a firm agenda where the communicating of essential information and responsibilities takes place, ensuring a smooth transition and continued safe and effective operations. This method uses verbal communication to ensure no information is missed, and it relies on clear body language and tone to convey urgency or importance.

‘Pros’

A quick and an effective way to communicate the current status. Handovers avoid the need to need to make assumptions of the inherited status. This method uses verbal communication to ensure no information is missed, and it relies on clear body language and tone to convey urgency or importance.

‘Cons’

Can be a challenge to release people to attend a handover.

6. Brunch/ Elevenses Forums

These forums are a relaxed Q&A with senior site leaders and employees. Cadence is likely to be monthly or bi-monthly depending on the size of the site. Attendance is based on schedule so it’s likely attendees will only attend once a year or even every other year. Snacks and drinks are provided to create a more informal environment. Leaders can use nonverbal cues, like facial expressions and hand gestures, to show openness and build rapport.

‘Pros’

An Informal environment conducive for employees to be comfortable to ask open questions. A chance for leaders to dispel, confirm or clarify rumours. Minutes are released after the meeting so the wider organisation are communicated to. This format allows employees to practice their own communication skills in a supportive environment.

‘Cons’

Attendance infrequent, requires post event communication to get to the masses.

7. Weekly/ monthly bulletin

These forums are a relaxed Q&A with senior site leaders and employees. Cadence is likely to be monthly or bi-monthly depending on the size of the site. Attendance is based on schedule so it’s likely attendees will only attendance once a year or even every other year. Snacks and drinks are provided to create a more informal environment.

‘Pros’

Bulletins can be an effective communication method, particularly for disseminating information to a large or specific audience quickly and efficiently. They are low cost to produce and are not invasive for the reader to find time to read the bulletins in. This is an example of written communication that is clear and concise, helping avoid confusion.

‘Cons’

Take up of receiving and reading the bulletin is difficult to verify. Some people in the organisation may not be able to read or the company language may not be the individuals first language.

8. Leader Visibility

Its sounds simple and it is, but it is also extremely effective (if done right!). Whether that is being present on the shopfloor of a factory, a warehouse, a call center or office. The leader must be approachable; the repetition of practising this routine will naturally make the leader more accessible and less daunting which will enable communication to flow more easily. If this is not natural for the leader, put an entry into the leader’s standard work so that this becomes a habit.

‘Pros’

Leaders should be visible on the shop floor to foster a strong, engaged, and productive work environment. Visibility builds trust, improves communication, and allows leaders to directly observe operations and address issues in real-time.

‘Cons’

Can take a while to build trust between all parties if the leader isn’t often seen on the floor. A discussion with the leader may seem daunting and if the leader’s tone and body language are unwelcoming then neither party will gain much from the process. Leaders must ensure they communicate effectively with a confident speaking voice and maintain good nonverbal communication to ease employee discomfort.

9. Connected Worker - Digital Mobile Platforms

The emergence of mobile digital connected worker platforms has made connectivity across shifts and department much easier and quicker. These platforms empower frontline workers to improve safety, productivity, and quality, through live, real-time communication and activity.

‘Pros’

Speed of communication. Feedback can be instantaneous. Photos and videos add depth to the discussions. This method utilizes written communication, but also allows for the use of video communication methods, allowing for active listening and visual engagement.

‘Cons’

Cost and time to implement.

10. Internal Social Media

Some organizations utilize internal communication methods such as social media platforms for informal communication, sharing updates, and fostering engagement. Providing an internal social media platform such as Microsoft Viva Engage is a way of keeping people connected and able to collaborate.

‘Pros’

Users can turn on/off notification preferences which may come from internal communication methods, so the content is bespoke for the receiver. These platforms are ideal for collaboration, especially for remote workers or for teams working across shifts. Using a corporate Social Media platform keeps interactions in-house and avoids security issues, potential cyber bulling and other potential issues with work-based content beyond the walls of the premises. This platform enhances workplace communication by allowing employees to communicate in both written and nonverbal communication formats, such as sharing videos or images.

‘Cons’

Cost and time to implement.

In summary

This list of 10 isn’t exhaustive, nor are they a silver bullet to solve all an organisation’s communication methods and opportunities. In isolation they aren’t as effective as when they are deployed as suite of communication channels. For every person that loves a particular communication method there will be another that dislikes that method. The trick is to use a suite of communication channels and continue to refine and improve those channels. Avoid some of the pitfalls, most notably those methods that become interruptions, pop ups on computers, TVs in restaurants areas etc.

When implementing your communication methods remember to communicate about the implementation; in other words, “tell them what you are going to say, say it, tell them what you said”.  Avoid communication fatigue. If you are going to stop communicating in a certain way, explain why.’ Remember, always provide feedback if someone has taken the trouble to engage in whatever channel they chose to do so, show them the respect they deserve and provide feedback, even if the answer you are providing isn’t necessarily the one, they may want to hear! For expert guidance on optimizing your communication strategies, explore Milliken's consulting services