January 1, 2025

The Importance of Professional, Polite, Productive, and Appropriate Communication in Organizations

 

Communication is one of, if not the most, important skills a leader, liminal leader, and even followers can have to conduct business in a professional manner.  Although we all have different opinions about what is "professional communication."

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• “It’s not just what you say, it’s how you say it!” I’ve heard this and said this many times, and it is very true!

 

Effective communication is the cornerstone of any successful organization. It plays a pivotal role in fostering
collaboration, boosting productivity, and enhancing workplace culture. However, for communication in the
workplace to be truly effective, it must adhere to certain principles, namely it must be professional, polite,
productive, and appropriate. Let’s take a look at why this is crucial for communication within organizations.
 

Professional: Professionalism in communication establishes credibility and fosters respect among
colleagues. When communication is conducted in a professional manner, it reflects positively on the
individual, team and organization as a whole. Clear and concise language, proper grammar and etiquette,
and adherence to organizational norms contribute to a professional communication environment.
Professionalism ensures that messages are received and interpreted accurately, minimizing
misunderstandings and conflicts.
 

Polite: Politeness is the lubricant that greases the wheels of interaction within an organization.
Courteous communication fosters goodwill, encourages openness, and cultivates positive relationships
among team members. Respectful language, active listening, and empathy are essential components of
polite communication. By treating others with kindness and consideration, we create a more harmonious
and inclusive workplace where everyone feels valued, respected and appreciated.
 

Productive: Productive communication is focused, purposeful, and outcome oriented. It avoids
unnecessary distractions and tangents, enabling swift decision-making and problem-solving. By
conveying information efficiently and effectively, productivity is enhanced, and organizational goals are
achieved more expediently. Clear objectives, actionable feedback, and streamlined processes are key to
promoting productivity in communication.
 

Appropriate: Appropriateness in communication entails tailoring the message to the audience, context,
and situation. It requires sensitivity to cultural differences, individual preferences, and organizational
norms. By choosing the right medium, tone, and level of formality, communication becomes more
relevant and relatable to its recipients. Inappropriate communication can lead to misunderstandings,
offense, or even legal repercussions, highlighting the importance of exercising discretion and
discernment.
 

Putting It All Together: Professional, polite, productive, and appropriate communication are essential pillars
of organizational success. By embodying these qualities in our interactions, we foster a positive
communication culture that drives collaboration, innovation, and growth. We should all strive to uphold
these principles in all our communications, both internal and external, to ensure the continued success of
our organization. Remember, effective communication is not just about conveying information, it's about
building and maintaining relationships, inspiring trust, and achieving shared objectives. Harness the power of communication is not just what you say, but how you say it.
 

QUOTES TO PUT INTO PRACTICE...

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• "Wise men speak because they have something to say; fools because they have to say

something." – Plato, Greek Philosopher

• "Communication works for those who work at it." - John Powell, British Psychologist and Author