Clear communicators: The key to improving workplace communication

Clear communication is the foundation of a thriving workplace. It builds trust. It boosts productivity. And it fosters a positive team environment. However, in the hustle of daily tasks, messages can get lost, leading to misunderstandings and inefficiencies.

For leaders, clear communication matters even more. It drives performance. And it earns trust and respect from your team.

This guide shows you what clear communication looks like and how to practise it at work.

What is clear communication and why is clear communication important?

Clear communication means conveying your message in a straightforward, concise, and understandable manner. It's about ensuring that your team gets your intent without confusion.

At work, clear communication is crucial. It helps everyone understand their role, their responsibilities, and what’s expected of them. When you communicate clearly it:

• Boosts productivity. Your team can focus without needing constant clarification.
• ‍Strengthens teamwork. Team members understand each other's roles and how they connect.‍
• Reduces mistakes. Clear instructions mean fewer errors.‍
• Boosts morale. Your team feels valued and understood.

How to be a clear communicator: The 4 essentials

Clear communication isn't about being the smartest person in the room; it's about having clarity and purpose.

RedSeed’s communication courses are a great place to build your skills. However, here are 4 key principles you can start applying today.

1. Know your purpose

Before you open your mouth (or your laptop), stop and ask: What do I actually want this person to do or understand?

Your purpose shapes everything—the words you choose, the tone you use, and even the format you follow.

Here’s how to put this into practice:

• If your purpose is to inform: Keep it short and factual. State the key update first, then provide the details, and potentially information on how your team can find out more.
• If your purpose is to influence: Start with your recommendation. Back it up with your strongest reasons. End with a clear call to action.
• If your purpose is to inquire: Be specific about what you’re asking. Start with your question, then explain why you’re asking. Make it easy for people to know what you’re asking.
• If your purpose is to involve: Make it clear what involvement you want from your team. Start with the situation, clarify where input is needed, and then encourage ideas or discussion.

When you know your purpose and the outcome you want, your communication will naturally become clearer, and your team will understand what you want from them.

2. Structure your message

Stop rambling and get to the point!

“Bottom Line Up Front” (BLUF) is one of the simplest and most powerful ways to make your communication clearer. It flips the typical “build up to the point” structure and puts your key message right at the start of your message.

It’s easy to do! Here’s how:

1. Lead with your question, recommendation, or request. Whatever your key point is, say it first.
2. Then, follow up with the details—only what your team needs to know to understand your key point.

This method works because your team knows your point right away. They’ll focus on your reasoning instead of wondering, “Where is this going?”

3. Use plain, direct language

You don’t need buzzwords or business talk to sound professional or earn respect. In fact, the simpler your language, the more trustworthy and competent you sound. Even better, speaking in a way that’s easy to understand can make you more relatable and approachable to your team.

Here are some simple tips:

• Swap formal phrases for everyday ones: Instead of “I will endeavour to coordinate this,” just say “I’ll try to organise this.” Reflect on your communication and re-read your emails to ask yourself, “Would everyone easily understand this?”
  
• Use active voice as much as possible. That means you put the person first! Instead of “The report was submitted by the team,” just say, “The team submitted the report.”
  
• Write like you speak, then tidy it up with punctuation and formatting. A good way to check this is to re-read it and ask yourself, “Do I really speak like this?”

Using plain language doesn’t dumb things down—it lifts understanding. Always challenge yourself by asking, “Is this simple and clear, or am I trying to sound smart?”

4. Cut the clutter

When it comes to communication, more isn’t always better. Long-winded explanations, repeated points, and filler words can all cloud your message and make your team struggle to understand. Cut the clutter and focus on what matters.

Proofreading your emails or documents is a great place to start. Re-read what you wrote and look for:

• Unnecessary sentences or words. Does this sentence add any value? Is this word helping or hurting clarity? Really challenge yourself to be as concise as possible.
• Wordy phrases. Look for classic filler phrases, such as “in order to,” “due to the fact that,” or “at this point in time.” These are often clues that you’re rambling.
• Repetition. Repeating your key point at the end of your message is great for summarising. However, repeating yourself too often can cloud your message. Once is enough, especially in writing.

Less waffle, more clarity. That’s the goal.

How to clearly communicate in everyday situations

Clear communication isn’t just for big presentations. Small, everyday moments matter too. Here are some simple tips you can use right away.

• Emails: Use a clear subject line. Start with your main point. Keep paragraphs short, and use bullet points, headings, or bold keywords to make it easy to skim.
• Meetings: Define your purpose and set an agenda. Share it early so your team can prepare. Stick to the topics, and finish with clear takeaways.
• Feedback: Be specific about what worked and what needs improvement. Use examples to make it clear. Skip the “compliment sandwich”—hiding corrective feedback between two pieces of positive feedback. This hides the real message and confuses people.
• Instant messages: Be direct and to the point. One clear message is much better than sending multiple messages.

How to improve workplace communication as a team

So, how do you use these techniques to improve overall workplace communication? It’s a team effort. When everyone commits to communicating clearly and concisely, everything runs smoother!

Here are some tips for fostering better communication in your team:

• Establish norms. Agree on guidelines for meetings, emails, and messages. Use templates, and set simple rules for which tool to use—email, chat, or meeting.
• Encourage feedback. Make it safe for people to share ideas. Give everyone time to speak without rushing or competing for airtime.
• Have regular check-ins. Hold short, regular check-ins to keep everyone aligned. Try daily 10-minute stand-ups or weekly one-to-ones. RedSeed’s new 1:1 tool makes this easier.
• Consider communication training. Provide training and resources so your team can practise communication skills together. Make it interactive, not just theory.
• Coach your team! Coach communication every day—it’s a skill your team uses constantly. With feedback, practice, and prompts, they’ll improve fast. RedSeed’s coaching courses can help you build your skills as a coach, too. RedSeed’s coaching courses are a great place to start.

Lead by example. Communicate with kindness, clarity, and purpose—and your team will follow.

Final thoughts: Concise and clear communication is key

Clear communication isn’t about saying more. It’s about making your message easy to understand. Focus on clarity, purpose, and brevity, and your team will act on what you meant—not what they guessed.

Want to learn more? RedSeed’s communication courses give you practical tools to become a clearer communicator, whether you’re leading a team or working alongside one. Learn how to be strategic, structure your message, and make clarity a habit.

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