Healthy communication based on respect and kindness promotes a positive workplace culture and an environment where employees feel good and can succeed.
Clear communication channels and effective teamwork help employees process information, reduce uncertainty, coordinate their tasks, and improve their attitudes towards work and the workplace.
Good communication is essential not only for efficiency but also because people need social interaction and a sense of safety. Mutual respect is especially important in workplace interactions.
Everyone in the workplace shares responsibility for good communication. Managers set a positive example by being approachable, supportive, and actively listening to their employees. Employees also have the responsibility to behave respectfully and treat others well.
Healthy communication increases job satisfaction, improves teamwork, boosts psychosocial safety, and is crucial for workplace success
A healthy workplace culture lays the foundation for employees' safety and well-being, and positively impacts the workplace’s success and reputation. Workplace culture refers to the values, habits, and attitudes shared among employees, guiding their interactions, collaboration, and problem-solving.
When a workplace culture is built on trust, respect, fairness, honesty, and participation, employees experience greater psychological safety and overall well-being.
A healthy workplace culture is also one of the most effective ways to prevent bullying, harassment, and violence at work.
What is Psychosocial safety?
Psychosocial safety includes employees feeling confident enough to present ideas, questions, speculations or make mistakes, and to discuss disagreements within the team without fear of punishment or humiliation.* It also includes employees feeling that they can point out safety issues that are deficient, report unwanted behavior and how they are feeling. Psychological Safety and Learning Behavior in Work Teams by Amy Edmundson
TV ad: Are you ok after the day?
The safety dance reminds us of the importance of occupational safety and health in everyday work.
Employers and managers shape the workplace culture by deciding what values they prioritise and by setting a good example through their own actions. For instance, if safety, well-being, and healthy communication are meant to be key aspects of the culture, managers must clearly emphasise these areas. Employees will then adopt these priorities as guiding principles in their daily tasks and interactions.
Although managers play a central role in creating a healthy workplace culture, employees also have an important part. They need to actively participate and take responsibility for their own tasks and interactions with coworkers.
Managers should also be aware of the actual workplace culture. Sometimes there can be a gap between the official goals or values of an organisation and the reality experienced by employees. For example, a workplace may officially promote teamwork and collaboration, yet the culture might be highly competitive, with workers constantly undermining each other. Similarly, innovation could be a stated value, but the actual culture might discourage new ideas and fear change. When such discrepancies occur, employee well-being suffers, and the workplace struggles to succeed.
The same applies to ensuring employee safety and well-being. Workplaces must make sure that practices align with official safety guidelines and codes of conduct. Workplace culture strongly influences employee behavior, which then sets the standards for acceptable actions. Therefore, it's crucial that employee safety and well-being are deeply integrated into the everyday culture. This significantly increases the likelihood that the workplace’s rules and expectations will be respected and followed.
Workplace culture is shaped by many different factors. A healthy workplace culture typically includes:
Open and honest communication
Mutual respect for different opinions and ideas
Kindness
Inclusion
Additional examples:
Clear and effective leadership
Everyone taking responsibility for their own behaviour
Employees clearly understanding their roles and responsibilities
Clear communication guidelines that everyone follows
Constructive and effective teamwork
Employees feeling a sense of belonging and that their contributions matter
Encouraging employees to voice concerns and suggest solutions
Trust
Good work-life balance
Strong support, both practical and emotional
Constructive feedback
Training and development
Opportunities to openly discuss personal well-being, including stress, anxiety, and depression
Signs of an unhealthy workplace culture includes, among other things:
Safety procedures and plans that fail to effectively support managers and workers, making the workplace less safe
Ongoing and excessive workload pressures
A lack of trust among workers
Increasing division and conflict within teams
High employee turnover
Employees not taking responsibility for their actions
High levels of stress among staff
Video: What is workplace culture?
The video discusses workplace culture and how it affects employee well-being and organisational performance. It highlights factors that influence workplace culture, the benefits of having a healthy workplace environment, and outlines the roles and responsibilities of managers and employees in creating and maintaining healthy workplace culture.
Why does workplace culture matter?
Healthy workplace culture
Unhealthy workplace culture
Healthy workplace culture
Creates healthy and effective communication
Strengthens teamwork and collaboration
Employees feel motivated and committed to their tasks
Attracts and retains talented staff
Enhances well-being, job satisfaction and employee engagement
Unhealthy workplace culture
Reduces the effectiveness of processes, plans and employee/management support
Increases mistrust and division among workers
Employees are less likely to take responsibility
Employee turnover rises
Risk of stress increases
Practical tips to promote a healthy workplace culture
Employers and managers play a key role in creating a healthy workplace culture by deciding which values and priorities to emphasise. Employees also need to participate actively and take responsibility for their tasks and interactions. Good collaboration between managers and employees is essential to achieving positive results. It’s important for employees to feel they have a voice and can influence their own tasks and the workplace as a whole.
Below are practical tips, based on guidance from WorkSafe New Zealand, which managers can use to strengthen cooperation with employees and support a healthy workplace culture.
Managers should take time to talk regularly with their employees to get to know them better. By having genuine conversations, managers gain a better understanding of their employees' personal values and strengths. As a result, managers are better able to recognise when employees might need support, making it easier to step in and provide help at the right time. Building these connections contributes to a healthier and more supportive workplace culture.
Encouraging employees to feel involved, valued, and included is essential for a healthy workplace culture. When employees feel they belong and their contributions matter, trust and well-being increase. Here are some practical suggestions for fostering participation and inclusion:
Encourage employees to discuss issues openly and constructively, aiming for solutions together.
Actively encourage the sharing of concerns, especially when the goal is to reach a common understanding.
Make it safe and easy for employees to share their thoughts, ideas, and feedback.
Respect and value diverse opinions, backgrounds, and experiences.
Recognise and utilise each employee’s unique skills and strengths.
Make it easy for employees to speak up if they witness problems or have new ideas.
Promote a culture rooted in respect, kindness, and inclusion of diverse viewpoints and backgrounds.
To encourage open and honest communication, it matters how discussions are guided and facilitated. Here are some practical examples:
Instead of saying: "Why are you doing it like that?"
Try saying: "Tell me about what you’re working on."
Instead of saying: "You all know what you’re supposed to be doing today."
Try saying: "Let's talk about what we're going to do today."
Instead of saying: "You should already have all the information you need for this task."
Try saying: "Is there anything you need to know before starting this task?"
Instead of saying: "Let’s finish this today."
Try saying: "Let’s discuss how we can complete this task on time and support each other."
Instead of saying: "We know what the challenges are."
Try saying: "What challenges do you see with this task?"
It's important to create an environment where employees feel they can influence their own work, speak openly about their experiences, and receive support when needed. Have regular conversations with employees to discuss how they can:
Suggest new ways to carry out their tasks
Give feedback on how to improve work processes or communication
Share both positive and negative experiences of their workplace
Raise concerns or discuss any issues that need resolving
Employees are more likely to thrive and feel valued at work when given opportunities to use their strengths. Consider the following questions:
How does your workplace identify and make use of employees' strengths and skills?
Are employees encouraged to suggest ways to positively influence how tasks or roles are designed and organised?
Are tasks well matched to employees’ skills and abilities?
Trust at work
Trust provides the foundation for a psychologically safe and healthy workplace. When trust is strong, employees feel more secure, motivated, and committed, which positively impacts productivity and job satisfaction while reducing stress and burnout.
Trust also creates psychological safety within teams. Employees in trusting workplaces are more likely to openly share ideas, speak up about concerns, and exchange constructive feedback.
To build trust at work, it’s essential to clearly define roles, responsibilities, and expectations. Both managers and employees need to know exactly what is expected of them, enabling everyone to work honestly and effectively together. Managers play a key role in this by setting clear standards, promptly addressing issues, and leading by example. They should also encourage employee participation and provide suitable support so that staff can perform their duties well.
Trust-building is a shared responsibility. Employees help build trust by adopting workplace values and standards and reflecting them consistently through their actions, communication, and daily work practices.
Video: How to promote trust in the workplace
This educational video discusses trust in the workplace and its impact on the well-being and performance of employees and workplaces. It examines the impact of trust on communication, collaboration and safety, and suggests practical tips for managers and employees to promote trust.
Do employees feel comfortable speaking openly in meetings?
Do employees work well together?
Is there mutual respect for different opinions and viewpoints?
Can employees openly admit mistakes or point out issues without fear?
How does your workplace handle disagreements or conflict?
Practical tips for building trust in the workplace:
Pay attention to when employees have achieved success or set a goal and give them personal feedback. Tell them what it is you are praising them for.
Regularly praise progress and milestones so employees know that you notice their work.
When appropriate, praise employees in front of others to have a positive and motivating effect within the workplace.
Ensure that staff tackle tasks that are challenging but suitable for everyone.
Give them a chance to play to their strengths.
Create a clear vision of the workplace's goals and how the employees' work contribution affects these goals.
Communicate clearly about the requirements and expectations placed on employees so that they know what is expected of them, for example regarding communication and behaviour. It is important that managers lead by example.
Ensure that employees receive adequate support, both tangible and emotional, to carry out their tasks. Tangible support includes, for example, computers and technical equipment, while emotional support involves paying attention to employees through active listening and feedback.
Ensure sure that roles and work processes are clear so that employees are informed about their responsibilities at work.
Give employees the opportunity and room to perform their tasks by using their strengths and organizing work procedures in a way that suits them best.
Remember that when roles and work processes are clear, autonomy and independence in work can promote creative thinking, development or innovation. And this also gives employees the opportunity to approach projects on their own terms and use different attitudes, ideas and solutions.
Promote good information sharing within the workplace and give employees an insight into the situation.
Give employees the opportunity to participate and influence decisions by presenting issues to them before a decision is made, whenever possible.
Promote transparent and professional decision-making.
Remember that when managers ask employees for opinions or views and take them into account when making decisions, it can increase psychosocial safety.
Show employees consideration and interest and send a message that their safety and well-being matter.
Help employees get to know each other better. Team building, socializing and events outside of work are examples of ways that can be used to strengthen social connections.
Remember that managers who prioritize building relationships with, and among, colleagues can have a positive impact on performance.
Create opportunities for employees to continue to learn and develop, as this has a positive impact on their well-being and performance at work.
Regularly discuss work-life balance
Admit mistakes and show humility when missing information or knowledge about issues under discussion. Ask the staff for their input and help to clarify the issue. It is important that the leader is honest in communication and true to themselves.
Employees are more likely to respect managers and leaders who show humility, admit mistakes, and show other human traits.
Other aspects of workplace communication:
Support
Workplace support promotes job satisfaction, reduces stress, and enhances employee well-being. Support can come through collaboration with coworkers or simply being there for one another. Support is important to everyone, in particular during stressful times.
Managers should lead by example and support their employees. This includes offering guidance and feedback, assisting with projects, and addressing issues. Support also means giving advice, actively listening, and being ready to help.
It's important for managers to create procedures and a culture that promote support among employees. Support can be tangible, like providing the right tools and equipment, or emotional, like actively listening, communicating daily, and giving encouragement or praise.
Changes in the work environment
It's important for employees to be informed about upcoming workplace changes that might affect their roles. Providing early, clear information reduces stress and uncertainty. Employees should have opportunities to influence decisions where possible.
When introducing new tasks or technology, ensure employees receive clear guidance and appropriate training.
Information provision and communication channels
Clear communication within the workplace is essential for ensuring employees feel heard and actively involved in their work.
It’s important to have a structured approach to how information is shared and which communication channels are used to reach employees. This should take into account factors like age, familiarity with digital tools, and different language needs.
Regular meetings with employees have proven effective in making sure everyone receives the same information at the same time. While multiple communication methods can be useful, it’s best to avoid having too many, as this can create confusion and uncertainty.
It’s crucial that all employees receive important information, including those working part-time, on shifts, or those who don’t speak Icelandic fluently. Visual guides and clear instructions can also be very helpful.
Are communication channels amongst employees and between employees and management clear and effective?
Are employees kept informed about workplace developments and upcoming changes?
Is information shared in a way that is accessible and relevant to everyone?
Is there a strong focus on ensuring all employees have easy access to the information they need to do their job well?
How is information communicated within the workplace?
Do employees express their opinions in a constructive and professional manner?
Is it easy for employees to share their ideas and provide feedback?
Are staff meetings held regularly?
Are managers aware of employees' opinions and concerns?
Composition of the team
When employees feel they belong, that their contributions are valued, and that their opinions are heard, they experience greater well-being and trust develops in workplace relationships.
This is why it’s essential to consider diversity when shaping the work environment. This includes differences in age, gender, ethnicity, nationality, religion, beliefs, disability, reduced work capacity, sexual orientation, gender identity, gender characteristics, and gender expression.
Building a culture based on kindness, mutual respect for different perspectives, and inclusion ensures that everyone feels welcome and valued.
How diverse is the workforce? Does it include employees from different backgrounds, cultures, and beliefs, or is it more homogenous?
Are employees encouraged to discuss matters constructively, with the goal of reaching shared solutions?
How does the organisation respond when employees openly share their experiences about the work environment?
Is there a clear process in place to support employees who feel uncomfortable or unwell at work?
Disputes
Addressing conflict promptly in the workplace is crucial because unresolved issues can escalate into bullying, harassment, or even violence. It's the responsibility of managers to resolve conflicts or find common ground among employees.
Temporary disagreements arising from tasks, differing opinions, or varied interests are normal and can even foster healthy exchanges of ideas. However, it's important to prevent these disagreements from turning into prolonged disputes or causing division among employees. Managers should address conflicts swiftly as it's often easier to resolve issues in their early stages.
Employers should have a clear prevention plan in place, outlining actions to prevent bullying, sexual harassment, gender-based harassment, and workplace violence. Additional guidance can be found in regulations addressing actions against such behaviours (only available in English). It also involves if communication investigation suggests the workplace communication is generally healthy.
Health protection plan
Numerous workplaces have developed communication agreement in collaboration with employees that mirrors the workplace culture.
As part of the workplace health and safety plan, there should be a health protection and prevention plan. This plan should clearly state that bullying, harassment, and violence is not tolerated in the workplace. It should also outline procedures for addressing complaints or incidents related to such behaviour.
The EKKO flow chart is accessible for guidance here.
