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coaching-and-leadership | teams

8 Ways To Improve Team Communication In The Workplace

By Christian Cabaluna

Poor communication can erode trust within teams. More than 40% of workers feel that shaky communication chips away at trust with leaders and colleagues. Let’s make sure your team doesn’t feel that way.

We’re sharing 8 practical strategies that will help strengthen your team’s communication.

By the end of this read, you will be ready to improve how your team members interact, boost their teamwork, overcome dysfunctions, and build a productive workplace.

Communicate Like A Pro: 8 Strategies For Stronger Teamwork

Spot a strategy that stands out? Write it down and practice it with a team member in your next discussion!

1. Use “Thinking Breaks” To Spark Fresh Ideas

Did you know? Small to mid-sized businesses lose an astounding $62 million annually from poor communication.

To prevent these losses, add “thinking breaks” during meetings, especially when discussing complex topics or brainstorming. These short pauses give team members a moment to gather their thoughts and help everyone get on the same page before diving into the next topic.

When your team feels heard and ready, they’re more likely to jump in with their ideas and collaborate openly. This simple pause builds confidence too, especially for those who need a moment to gather their thoughts before sharing.

What To Do

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Plan for a 2-3 minute break after each main topic. This short pause lets everyone soak in the information and refine their ideas.

Encourage team members to write down any immediate thoughts or questions, and if you’re meeting online, suggest they step away from the screen briefly to clear their heads.

2. Understand Each Team Member’s Style To Tailor Your Approach

To build a truly effective team, you need to understand how each person communicates best. This means recognizing their individual styles and thought processes, which can lead to stronger connections and improved team performance.

What To Do

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Use Crystal Knows’ personality insights to adapt your leadership style for each member, so you can communicate and lead in a way that resonates.

1:1 Meetings
Crystal can supercharge your one-on-ones. Use their Personality Insights to understand each team member's preferences. Do they love brainstorming or need time to process? Knowing this helps you tailor your approach and create a more comfortable space for feedback and open communication.

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Group Meetings
Crystal also helps you navigate group dynamics. Understand the different communication styles on your team to run more effective meetings. Mix things up! Incorporate brainstorming, but also make sure there's time for individual input. This way, everyone feels heard, and your meetings are more productive.

3. Host Cross-Functional Meetings To Bridge Gaps

Cross-functional meetings let team members see how their work affects other departments, building a real sense of shared goals and alignment. By bringing in multiple departments, you also open the door to insights that might otherwise stay hidden in silos.

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In this cross-functional meeting:

Marketing can discuss investor profiles for targeted messaging.
Acquisitions can outline specific criteria for distressed properties.
Legal can ensure compliance with zoning and transfer regulations unique to distressed sales.

This targeted approach supports effective communication across departments to help you secure deals faster and align everyone on acquisition goals.

What To Do

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Start each session with specific goals. Skip the generic updates and zero in on one or two aims that benefit every department.

Try assigning a “connector” role—someone who acts as a bridge, guiding the conversation and making sure information is clear for everyone. Don’t forget to encourage open questions across departments, which keeps things transparent and helps everyone fully understand the details.

4. Speak Inclusively To Foster Team Respect

Surprisingly, 70% of employees feel left out at work.

But with the right strategy, you can make everyone feel seen and appreciated to create stronger connections and foster stronger teamwork. Prioritize an environment where people feel free to share ideas—you’ll notice more open and honest communication.

For example, in a healthcare setting, try saying “collaborative care” rather than “my team’s work” and “patient experience” instead of “patient case.” This shift emphasizes shared goals and respects everyone’s role in patient-centered care.

Here are some inclusive terms you can use:

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What To Do

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You need to avoid assumptions. Instead, use language that respects personal identities. For example, ask about preferred names or pronouns rather than assuming.

Use inclusive terms to address the whole group to make sure no one feels left out. You can replace “You Guys” with “Team” or “Everyone.” You should also use “We” instead of “I” to speak collectively and make each member feel integral to the group.

Finally, set up training sessions for team leaders to make their communication skills better. Teach them how to handle sensitive topics gracefully and how to use inclusive language when talking to co-workers.

For example, run a training where leaders practice using phrases like, “What is your preferred name?” or “We are glad to have your unique perspective.” You can also role-play welcoming new members or discussing gender identity to show respect for everyone’s identity.

5. Centralize Team Updates With A Project Management Tool

A project management software, like Trello, acts as your team’s central hub, where everyone knows where to find the latest updates. You can use this to eliminate confusion and back-and-forth emails.

Centralizing communication keeps your team up-to-date with clear roles and everyone on the same page, especially important for remote teams working on ongoing projects. It makes transparency easy, as project timelines and individual tasks are visible to everyone.

Take a digital marketing agency, for example: centralizing updates helps copywriters, designers, and account managers sync up on client campaigns. It offers a single place to brainstorm and share feedback, ensuring even latecomers can catch up on discussions without missing a beat.

What To Do

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Set up dedicated channels or boards within the project management software for each project. Use them to organize conversations and keep all updates in 1 place, which makes it easier for everyone to locate relevant information.

Then, clearly assign tasks with deadlines and tag relevant team members. With this, you can encourage accountability and make sure each person knows their role in the project.

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But make sure to ask your team members to mark tasks as “in progress,” “under review,” or “completed.” This simple action provides real-time updates, so everyone sees the project’s progression without constant check-ins.

Lastly, set reminders for key deadlines and task reviews to help everyone stay on track without needing frequent nudges.

6. Foster Openness Through “Open-Door” Hours

An “open-door” hour is not just a block of time; it is an invitation for your team members to feel valued and heard. When you make yourself available, it sends a powerful message that you want to break down barriers and build trust.

You can use this approach to help those who might hesitate to speak up in group settings. The “open hours” can offer them and you a safe space to improve interpersonal communication.

For example, in an education setting, “open-door” hours can be a game-changer. Teachers and support staff benefit from a dedicated space to share insights on student needs. This can help school leaders gain valuable perspectives and address concerns that might otherwise stay unspoken.

What To Do

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Set a consistent time each week to encourage team members to plan for it. Whether it’s every Tuesday morning or Thursday afternoon, this time slot should be a reliable part of the schedule.

Then, tell your team members to bring questions or ideas. You should make it clear that this time is for anything they need—questions, suggestions, or even feedback on the team’s objectives.

During the meetings, actively listen to them without interrupting. Once they are done speaking, you can ask questions or clarifications to make sure there are no misunderstandings. Use this as a chance to build mutual respect and make them feel like you actually care.

You can also use topics from prior chats. Following up on issues raised improves trust and shows you are committed to real change.

This also improves their emotional intelligence to help turn constructive feedback into a positive, supportive, and growth-focused exchange rather than something that feels personal or critical.

7. Flip The Script With “Reverse Q&A” Sessions

Shift the power dynamic with this strategy to give your members the chance to ask leadership questions and bring up real concerns. It signals that the focus is now from top-down directives to open dialogue.

In a Reverse Q&A, your team drives the conversation, making them feel like active contributors instead of just listeners. This builds ownership in their roles since they know their input can genuinely shape decisions.

Use this strategy to encourage a steady flow of fresh ideas that strengthen communication and alignment across your team.

Service-based industries—especially in client-facing roles like LinkedIn lead generation agencies—stand to gain a lot here. For example, lead gen teams often collect valuable client insights, from market trends to pain points. Giving them a chance to share this feedback lets the agency adjust its strategy, improve targeting, and ultimately boost results in an agile, market-focused way.

What To Do

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Suggest questions about leadership decisions, company vision, or even personal leadership challenges. So encourage them to ask questions like, “What inspired our recent strategy shift?” or “What challenges do you face in leading our team?”

To make it more effective, break larger teams into smaller groups to make discussions feel intimate. Smaller settings make it easier for team members to communicate openly and candidly.

Bring in leaders from various departments to give everyone a wider view of the company’s strategy and reinforce an inclusive approach to communication.

If some team members aren’t comfortable with Zoom or face-to-face meetings, consider setting up a messaging group, like a Discord channel. It’s a low-pressure space where people can share ideas without the stress of being on camera or feeling like everyone’s watching.

8. Encourage Walk-And-Talk Meetings (for In-Person Meetings)

Walk-and-talk meetings offer a refreshing alternative to typical sit-downs, letting team members break free from desk-bound settings. The movement promotes natural conversation, which can prompt deeper insights than those shared in the office.

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The change in scenery and pace also helps your team to think creatively and spark innovative ideas when inadequate communication tools fall short.

What To Do

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First, pick a quiet, open space that allows for easy conversation. Avoid noisy or crowded areas, as distractions disrupt group communication and lessen engagement.

Next, set a clear goal before walking, like the main topic or question you want to address. Walking without a focus can feel aimless, but with a goal, it becomes purposeful and productive.

You should switch up who walks with whom to mix perspectives too. This can encourage diverse insights and prevent the same voices from dominating.

Finally, spend the last few minutes summarizing insights or action items. Use this chance to reinforce your team’s purpose for the day and make sure every member leaves with a clear understanding.

Conclusion

As you wrap up, assess which strategies can most improve team communication based on your team’s unique needs. Gather your team to identify specific communication gaps—whether in remote collaboration, feedback processes, or meetings.

But make sure you consistently ask your members how they feel about the strategies so you know what is working and where adjustments are needed.

To help you boost your team communication, check out with Crystal Knows. Get together with your team and build up their confidence with features like behavioral insights. Sign up now and let’s start creating a team that is in sync.

Author Bio: Christian Cabaluna is an SEO content writer with 5+ years of first-hand experience. When he isn't writing in his favorite coffee shop, Christian enjoys reading (especially about psychology and neuroscience), cooking, watching documentaries, camping in the mountains, and catching beautiful sunsets.

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8 Ways To Improve Team Communication In The Workplace

Communicate Like A Pro: 8 Strategies For Stronger Teamwork

1. Use “Thinking Breaks” To Spark Fresh Ideas

What To Do

2. Understand Each Team Member’s Style To Tailor Your Approach

What To Do

3. Host Cross-Functional Meetings To Bridge Gaps

What To Do

4. Speak Inclusively To Foster Team Respect

What To Do

5. Centralize Team Updates With A Project Management Tool

What To Do

6. Foster Openness Through “Open-Door” Hours

What To Do

7. Flip The Script With “Reverse Q&A” Sessions

What To Do

8. Encourage Walk-And-Talk Meetings (for In-Person Meetings)

What To Do

Conclusion

Want to learn about your personalityand what comes naturally to you?

Want to learn about your personality
and what comes naturally to you?