A team that communicates well works faster, makes fewer mistakes and collaborates effortlessly. A team that doesn’t? Deadlines slip, projects get messy, and frustration builds up. The good news? Fixing team communication doesn’t have to be complicated.

With a few simple changes like setting clear expectations, choosing the right tools, and reducing message overload, you can keep your team aligned and make work feel easier.

This guide will walk you through practical and straightforward ways to improve team communication so your team can stay focused, connected, and productive.

1. Encourage Team-Building and Informal Chats

Strong communication starts with real connections. When teammates feel comfortable with each other, they’re more likely to share ideas, ask questions, and collaborate naturally.

But building relationships doesn’t happen automatically—it takes engaging and interactive experiences that bring people together in a fun way.

Braid makes this easy with team-building games that spark conversations, encourage collaboration, and help teams bond, whether they’re working remotely or in the office.

Instead of forced small talk, these games create a relaxed space where communication happens naturally.

Braid’s Games for Team Building & Communication

🧠 Trivia – Challenge teammates with knowledge-based questions across different categories.
🔨 Wordsmith – Work together to build as many words as possible, boosting teamwork and creativity.
⌨️ Typing Test – Race against each other to see who can type the fastest.
🖼️ Picture Puzzle – Solve visual riddles individually or as a team, encouraging discussion and problem-solving.
🔗 Word Link – Take turns linking words based on first and last letters, making team collaboration fun.
❗❓ This or That – Pick between two options and compare answers for a quick, engaging icebreaker.

These games give teams an easy way to connect, break the ice, and build stronger communication habits. Schedule a demo today and bring your team closer with fun, interactive games!

2. Create an Open and Inclusive Communication Culture

If people don’t feel comfortable speaking up, even the best communication tools won’t help. An open culture makes it easy for everyone to share ideas, ask questions, and contribute without fear of judgment.

• Lead by example. Managers and team leads should show openness by sharing updates, admitting mistakes, and encouraging honest conversations.

• Normalize asking for clarity. Instead of assuming everyone understands, make it a habit to ask, “Does this make sense?” or “What questions do you have?”

• Recognize all voices. Some team members are naturally more vocal, while others prefer to process before speaking. Make space for different communication styles so no one feels left out.

A culture of openness isn’t about forcing people to talk more; it’s about making sure everyone has the opportunity to contribute.

3. Choose the Right Communication Tools

Not every message needs a meeting. Not every update belongs in Slack. Using the right tools for the right situations saves time and prevents information overload.

Here’s what to use and when:

• Slack or Microsoft Teams for quick updates, questions, and team-wide conversations.

• Email for formal updates, external communication, or messages that need a record.

• Project management tools (Asana, Trello, Notion) for tracking tasks, deadlines, and responsibilities.

The key is to match the message to the medium so information is easy to find, act on, and refer back to later.

4. Set Clear Expectations

Miscommunication happens when expectations aren’t clear. The more specific you are about how and when your team should communicate, the smoother everything runs.

• Define when to use async vs. real-time communication. If something isn’t urgent, it doesn’t need an immediate response.

• Set expectations for response times in Slack, email, and project updates so no one feels pressured to be “always on.”

• Establish meeting norms—keep them focused, set clear agendas, and know when a quick Slack message would work instead.

When everyone follows the same communication habits, there’s less back-and-forth and fewer missed details.

5. Prioritize Active Listening

Great communication isn’t just about what you say; it’s also about how well you listen. Teams work better when people feel heard, understood, and valued.

• Give full attention. When someone is speaking, listen to understand—not just to reply. Avoid multitasking during meetings or responding before they finish.

• Ask clarifying questions. Instead of assuming, say, “Just to confirm, are you suggesting XYZ?” This avoids confusion and keeps things on track.

• Summarize key takeaways. Before moving on, recap important points so everyone is on the same page.

Encouraging active listening makes meetings and conversations more productive—and helps avoid unnecessary follow-ups.

6. Schedule Regular Check-Ins

Staying aligned doesn’t mean adding more meetings to everyone’s calendar. A few well-placed check-ins keep communication flowing without slowing down work.

• Daily stand-ups help teams share progress, roadblocks, and what’s next in a quick, structured way.

• Weekly meetings provide space for deeper discussions, project updates, and team-wide announcements.

• Monthly one-on-ones give managers and team members a chance to discuss goals, challenges, and career development.

The key is to keep check-ins intentional and avoid overloading the team with unnecessary meetings. 

7. Keep Written Communication Clear and Concise

Long, unclear messages cause more confusion than they solve. Whether it’s a Slack message, an email, or a project update, clarity is key.

• Get to the point quickly. The first sentence should summarize the message so people know what to expect.

• Use bullet points for key takeaways so messages are easy to scan.

• Be direct but friendly. Avoid unnecessary fluff, but keep a warm, approachable tone.

Clear, well-structured messages save time and reduce back-and-forth clarification.

8. Provide Constructive Two-Way Feedback

Feedback isn’t just about pointing out mistakes—it’s about helping each other improve. Teams that give and receive feedback regularly build stronger communication habits.

• Make feedback specific. Instead of saying, “This isn’t clear,” try, “I think adding an example here would help.”

• Balance positive and constructive feedback. Recognizing what’s working builds trust and makes improvement-focused feedback easier to accept.

• Encourage feedback in all directions. It shouldn’t just come from managers—teammates should feel comfortable sharing feedback with each other, too.

When feedback is ongoing and actionable, it becomes part of daily communication, not just a performance review checklist.

9. Reduce Communication Overload

Too many messages, meetings, and notifications can be just as harmful as too little communication. The goal is to stay connected without creating unnecessary distractions.

• Use async updates instead of real-time messaging when possible.

• Avoid Slack overload—group messages into specific channels instead of sending everything to the general chat.

• Cut down on excessive meetings—only meet when it adds value.

Less noise means more focus, fewer distractions, and clearer communication.

10. Train Teams on Communication Skills

Even the best communicators can improve. Investing in communication training helps teams work together more effectively.

• Host workshops on active listening, conflict resolution, and feedback so everyone can build stronger communication habits.

• Use role-playing exercises to practice real-world scenarios, like handling misunderstandings or giving constructive feedback.

• Share resources on effective messaging and email writing to make written communication clearer and more impactful.

Good communication is a skill, and like any skill, it gets better with practice.

Create Stronger Team Connections with Braid!

Improving team communication isn’t about adding more meetings or sending more messages; it’s about building real connections so conversations flow naturally and collaboration feels effortless.

Braid makes this easy with fun, interactive team-building games designed to spark conversations, strengthen relationships, and keep teams engaged—whether they’re in the office or remote.

When teams feel comfortable with each other, communication improves, collaboration becomes smoother, and work feels more enjoyable.

Ready to strengthen team communication with fun, interactive games? Schedule a demo today!

FAQs About Ways to Improve Team Communication

How can workplace communication be improved?

The key is to create a system that keeps everyone on the same page without overwhelming them. Here’s how:

• Encourage open conversations. Teams work better when people feel comfortable sharing ideas, asking questions, and giving feedback.

• Use the right tools. Slack for quick updates, project management tools for tracking progress, and async check-ins to keep other team members informed without unnecessary meetings.

• Set clear expectations. Define how and when your team communicates—whether it’s response time rules or meeting guidelines.

• Prioritize active listening. Good communication isn’t just about talking; it’s also about making sure everyone feels heard.

• Keep messages clear and to the point. The easier something is to read and understand, the faster work gets done.

What are the 7 C’s of effective communication?

The 7 C’s of communication are a classic framework that helps make messages clear, impactful, and easy to understand. Here’s how they apply to effective team communication:

1. Clarity – Be direct and avoid unnecessary complexity.

2. Conciseness – Get to the point without extra fluff.

3. Concreteness – Provide specific details so there’s no room for confusion.

4. Correctness – Makes sure messages are accurate and free of misunderstandings.

5. Coherence – Keep messages structured and easy to follow.

6. Completeness – Give all the necessary information so teammates don’t have to ask follow-up questions.

7. Courtesy – Maintain a respectful and professional tone in every interaction.

How do you fix poor team communication skills?

Fixing poor communication starts with figuring out what’s causing the problem. Are messages unclear? Are meetings unproductive? Are people hesitant to speak up? Once you identify the issue, here’s how to fix it:

• Create space for honest feedback. Ask your entire team what’s working and what’s not. If people aren’t speaking up in meetings, try async check-ins instead.

• Reduce communication overload. Too many messages, meetings, and emails make it harder—not easier—to stay informed. 

• Set clear communication guidelines. Define when to use Slack vs. email, how quickly responses should be expected, and how team meetings should be structured.

• Encourage active listening. Make sure conversations are two-way—it’s not just about speaking, but also understanding.

• Lead by example. When managers and team leads communicate effectively, it sets the tone for the whole team.

What are the five C’s of communication?

While the 7 C’s focus on clarity and structure, the 5 C’s of communication emphasize how to make messages more engaging and effective:

1. Clear – Say exactly what you mean, without overcomplicating it.

2. Concise – Keep messages short and focused to respect everyone’s time.

3. Credible – Provide accurate information that your team can trust.

4. Considerate – Be mindful of tone, context, and how your message will be received.

5. Confident – Speak with clarity and purpose so there’s no hesitation in understanding.

How do you ensure messages are delivered effectively to team members?

Ensuring messages are delivered effectively starts with using the right communication channel. Quick updates work well in Slack, while detailed instructions are better suited for project management tools. Clear and structured messages help team members interact without confusion. Setting response time expectations also improves employee engagement and keeps everyone aligned. Following up when needed ensures nothing gets overlooked.