What Is Interpersonal Communication in the Workplace?

Whether you're an intern or a C-suite executive, there's one skill that is crucial for success in the workplace: interpersonal communication. In today's modern workplace, where interaction occurs across numerous channels and with various stakeholders, it is vital to refine your interpersonal communication skills. A recent study ffound that effective communication can enhance productivity by up to 30% when teams are well-connected and aligned

In this blog, we will explore what interpersonal communication is, different workplace scenarios where this skill is vital, tips on developing stronger interpersonal communication skills and overcoming any roadblocks along the way.

Let's get talking!

In this blog, you'll find: 

📢 Exploring Interpersonal Communication

❓ What Is Interpersonal Communication?

📬 4 Types of Interpersonal Communication

📥 Interpersonal vs. Intrapersonal Communication

💼 Interpersonal Communication in the Workplace

🔀 How Interpersonal Communication Influences Work

🏢 Interpersonal Communication in Different Workplace Scenarios

🚀 10 Tips for Developing Interpersonal Communication Skills

✔️ Overcoming Communication Barriers

🗨️ Importance of Internal Communication Tools at Work

🏁 Conclusion

Exploring Interpersonal Communication

Be it replying to an email, talking to a peer, or even attending a meeting, interpersonal communication is at the heart of almost all workplace interactions. Let's find out what it is, its various forms, and how it compares to intrapersonal communication.

What is Interpersonal Communication?

Interpersonal communication is the act of two or more individuals communicating with each other, either by exchanging information or by expressing thoughts, feelings, and emotions. It can take place through verbal and non-verbal cues.

While interpersonal communication is all about how we interact with others, interpersonal communication skills focus on how we can effectively navigate those interactions.

In the workplace, interpersonal communication skills are essential in building relationships, establishing trust, motivating colleagues and clients, managing conflicts and ultimately achieving organizational goals.

4 Types of Interpersonal Communication

Most people may think of interpersonal communication as talking, but it is much more than that. It also includes our body language, expressions, and more. Here are four basic types of interpersonal communication:

💬 VERBAL COMMUNICATION

This involves speaking or any other words or sounds you use whilst communicating with someone else. Even a tiny "ooh" or "aha" is considered to be verbal communication. In fact, it goes beyond what you say. It's also about how you say it (your tone of voice) and the volume at which you say it (how loud or softly you're speaking). Pitch can also play a part, as high pitch can reflect excitement and lightheartedness, while lower pitch can be used to convey more serious comments.

🖐️ Non-verbal Communication

It includes body language, facial expressions, gestures, posture and other non-verbal cues that convey meaning without spoken words. These often add more meaning to a person's verbal communication. Consider how you might interpret various hand gestures, such as finger pointing or crossing arms, when in conversation with someone.

✍️ Written Communication

Emails, reports, memos, texts and instant messages make up written communication. In today's digital age, written communication has become a major form of interpersonal communication in the workplace. However, it is important to remember that tone and context can easily be misinterpreted in written communication.

👂 Listening

Effective listening is an essential component of interpersonal communication, especially in a work setting. It involves paying attention to what others are saying, understanding their perspective, and responding appropriately. Listening is not just about hearing the words, but also noticing tone, body language, and other non-verbal cues.

Interpersonal vs. Intrapersonal Communication

Intrapersonal communication refers to our internal dialogue or thoughts within ourselves. Simply put, it is any form of self-communication. On the other hand, interpersonal communication pertains to interactions with others.

While both are important in the workplace, interpersonal communication skills are especially crucial for building strong relationships and achieving goals together as a team.

Now that you understand what interpersonal communication is, let's find out why it matters in the workplace and how it ties into common workplace settings.

How Interpersonal Communication Influences Work

As mentioned earlier, good interpersonal communication skills create a positive and productive work environment. They help foster stronger relationships based on trust and respect and enable us to manage conflict before it escalates. It is no wonder, then, that employers constantly seek out these attributes amongst future hires. According to a recent study, 70-80% of employers prioritize written and verbal communication skills and the ability to work in teams when reviewing a candidate's resume.
 
Source: Interpersonal Communication: Context and Connection (ASCCC OERI)

Moreover, interpersonal communication can greatly affect productivity, innovation and overall job satisfaction. A Forbes survey revealed that almost 50% of participants indicated ineffective communication adversely affected their job satisfaction. The same study further elucidated that nearly half of the workers surveyed stated that their productivity was affected by ineffective communication.

The data above indicates that internal communication significantly influences an organization and its culture. Therefore, both employees and leaders must refine their communication skills to achieve greater success.

Interpersonal Communication in Different Workplace Scenarios

We have already highlighted how vital interpersonal communication is in the workplace. Now, let's take a closer look at how it applies to different scenarios:

🧑‍💻 Virtual Meetings

As remote work becomes more common, virtual meetings are now a staple activity for many organizations. Good interpersonal communication is key to bridging the physical gap and keeping everyone engaged. Being clear and concise in what you say, actively listening, and using visuals can boost the quality of these virtual chats. Don’t forget that non-verbal cues, like nodding and eye contact with the camera, show you’re attentive and understanding.

🧑‍🤝‍🧑 Team Projects

Collaboration is a key element for team projects, so strong communication is necessary. It's all about sharing ideas, giving helpful feedback, and resolving misunderstandings quickly. This means not just talking, but really listening and picking up on non-verbal cues. Embracing different perspectives creates an inclusive atmosphere where everyone feels valued and respected. Given that written communication is crucial for team projects, it's important to choose your words carefully and ensure that any significant verbal discussions are also documented in emails.

🤝 Client Interactions

Building and maintaining strong client relationships hinges on great communication. Whether you're meeting in person or virtually, being clear and transparent helps build trust and shows professionalism. Understanding what clients need, addressing their concerns quickly, and keeping them in the loop about project progress are key. Plus, showing empathy and adapting to their communication style can strengthen your rapport and drive success. Often, simple and non-intrusive questions, such as asking how their day went, can go a long way.

📄 Performance Reviews

Interpersonal communication is extremely important when it comes to performance reviews. Managers should provide helpful feedback and really listen to their team's concerns. Employees should feel at ease expressing themselves and taking in feedback without feeling criticized. Embracing a growth mindset and showing empathy can make these conversations much more positive and productive.

👋 Employee Onboarding

Onboarding is often a mix of both written and verbal communication. It's crucial to make new employees feel welcome, show them the ropes and get them excited about the organization. Clear communication from leaders can help set expectations, define roles and boost their confidence in their new job.

10 Tips for Developing Interpersonal Communication Skills

Now that we've explored work scenarios where interpersonal communication plays a big role, here are 10 tips to help you develop and improve your interpersonal communication skills:

#1 Listen actively and show genuine interest in what others have to say. For example, nodding and maintaining eye contact can demonstrate engagement. Use active listening techniques like paraphrasing and summarizing to show understanding and ensure effective communication. Say something like, "So what you're saying is..." to clarify.

#2 Use open-ended questions to encourage conversation and gain more insight into someone's perspective. Try asking, "What do you think about this approach?" instead of a yes/no question.

#3 Be mindful of non-verbal cues like body language, tone of voice, and facial expressions. For instance, crossing your arms might come off as defensive, so be aware of your posture. Even your stance can make a difference. In face-to-face interactions, turning towards the person you're speaking with demonstrates receptiveness. Moreover, using the right amount of hand gestures can make your verbal communication more engaging.

#4 Practice empathy by trying to understand other people's feelings and perspectives. Imagine yourself in their shoes and acknowledge their emotions, such as saying, "I can see that this is important to you." This is especially important when dealing with conflict.

#5 Choose your words carefully, especially when giving feedback or discussing sensitive topics. Consider using "I" statements, like "I feel" or "I think," to avoid sounding accusatory. During any heated discussions, try not to react instantly. Take a moment to gather your thoughts before you reply.

#6 Communicate clearly and concisely, avoiding jargon or convoluted language where possible. For example, instead of saying "utilize," simply say "use." Try not to be too loud or too soft when expressing your point of view. Striking the right balance is essential.

#7 Maintain a level of courtesy and respect, mainly through written and verbal forms of communication. No matter who you're speaking with at the workplace, "please" and "thank you" can make all the difference in showing appreciation. In the era of remote work, a key form of courtesy is to keep your video on during virtual meetings. This demonstrates your presence and attentiveness to others.

#8 Adapt your communication style to fit the situation and the person you're talking to. For example, you might use more formal language with a new client, whereas you'd indulge in more chit-chat with a colleague who likes small talk.

#9 Be open-minded and embrace different perspectives, even if they differ from your own. Try this uncommon tip: ask someone to explain their viewpoint as if you were a complete beginner. Asking people for their opinion makes them feel heard and boosts collaboration.

#10 Practice, practice, practice! Like any other skill, interpersonal communication can improve with time and effort. So, keep practicing and learning from every interaction. Pro tip: rewatch recordings that you might have of meetings or presentations and review them to identify areas for improvement.

Overcoming Communication Barriers

Despite our best efforts, there may still be challenges that impede effective interpersonal communication. Here are some important barriers and ways to overcome them:

📰 Channel Barriers

🔠 Language Differences

🚧 Barrier: This can occur not only between individuals who speak different languages but also between those who use specialized jargon or technical terms.

💡 Solution: Use simple language and avoid jargon. If technical terms are necessary, take the time to explain them. Additionally, using an internal communication software that supports different languages, such as Workvivo, can help

☮️ Cultural Differences

🚧 Barrier: Different cultures have varying communication styles and norms, which can lead to misunderstandings if not understood and respected.

💡 Solution: Educate yourself about different cultures and be respectful of other communication styles. For instance, in some cultures, maintaining eye contact is seen as a sign of confidence, while in others, it can be perceived as disrespectful.

⛈️ Physical Barriers

🚧 Barrier: These include distance, technological issues (e.g., poor audio/video quality), and environmental distractions (e.g., loud background noise).

💡 Solution:  Use reliable technology and set up a conducive environment for communication. Always test out your communication set up beforehand. For example, during virtual meetings, ensure you have a stable internet connection and choose a quiet location to avoid distractions. 

😶 Emotional Barriers

🚧 Barrier: Strong emotions such as anger, stress, or fear can affect our ability to communicate effectively.

💡 Solution: Practice emotional regulation techniques such as deep breathing or taking a short break before continuing the conversation. For instance, if you feel angry during a discussion, take a moment to calm down before responding.

👥 Personal Biases

🚧 Barrier:  Our own beliefs and attitudes can sometimes hinder our ability to understand or accept others' perspectives.

💡 Solution: Be aware of your biases and strive for open-mindedness. Actively listen to others without judgment and validate their feelings. For example, if you disagree with a colleague's opinion, instead of dismissing it outright, try to understand their viewpoint and find common ground.

The best way to overcome these barriers is awareness. By acknowledging that they exist, we can take steps to address them and improve our communication skills.

IMPORTANCE OF INTERNAL COMMUNICATION TOOLS AT WORK

Companies employing advanced internal communication mechanisms tend to outperform, being 3.5 times more successful. In today's remote and hybrid work environments, internal communication tools are essential for effective interpersonal communication. These tools help enhance collaboration, boost productivity, and improve employee engagement by providing platforms for seamless interaction.

Benefits of Internal Communication Tools:

1. Enhanced Collaboration: Tools like Workvivo, Simpplr, and Blink allow employees to communicate and collaborate effortlessly, regardless of their location.

2. Increased Productivity: Efficient communication reduces misunderstandings and streamlines workflows, leading to faster and more accurate task completion.

3. Improved Engagement: Platforms that enable sharing ideas, asking questions, and giving feedback foster a more engaged and motivated workforce.

Conclusion

Effective interpersonal communication is crucial for building and maintaining relationships, both personally and professionally. By following the tips mentioned above and being mindful of potential barriers, we can continuously improve our communication skills and foster more meaningful connections with those around us. Remember to always be respectful, open-minded, and practice active listening to ensure effective communication. Keep practicing and don't forget to take breaks when needed - after all, effective communication takes time and effort to master. Happy communicating!