4 Ways to Practice Mindful Communication at Work

Mindfulness meditation and yoga are widely practiced, but the benefits extend beyond personal well-being, especially at work – particularly through the practice of mindful communication. By being mentally in the present moment, employees have greater clarity in conversations and limit multitasking. Being more thoughtful about tone of voice, developing empathy, and adopting a non-threatening communication style can strengthen relationships with teammates, customers, and vendors.

What is Mindful Communication?

Mindful communication practice applies the principles of mindfulness to the way we communicate with others. These mindfulness principles include setting intentions, being present, giving undivided attention through active listening, awareness, a mindful approach, remaining open and non-judgmental, and relating to others with compassion.

Mindful Communication Benefits

Mindfulness practices can set team members up for success in future social interactions, such as when preparing for a difficult or important conversation, according to the study, “Your Presence is Requested: Mindfulness Infusion in Workplace Interactions and Relationships.”

Mindful communication in the workplace is a powerful tool for fostering understanding and collaboration. By encouraging active listening and thoughtful responses, team members can stay present and respectful, reducing misunderstandings and building genuine connections.

“Mindfulness seems to address important issues organizations and employees are struggling with in a time of attention overload, multitasking, and stressors from increasingly complex work arrangements and 24/7 connectivity.” — Jochen Reb, Tammy Allen, and Timothy J. Vogus, published in the July 2020 issue of “Organizational Behavior and Human Decision Processes”

4 Ways to Practice Mindful Communication at Work

By utilizing proper training and embracing mindfulness, employees can experience positive effects, including improved focus, energy, and the ability to give their team members and projects full attention, significantly boosting productivity. Here are several practical ways to bring mindfulness into a hectic workday.

1. Set intentions.

When the form of communication is around an event, like a meeting or presentation, the first step is to set the intentions for the conversation. Writing the intentions down or starting a Word document is helpful. Being prepared mentally guides difficult conversations and reduces stress. Here are several examples:

• Presenting a controversial initiative or pitching a costly project to senior leadership. The intentions are to be thoroughly prepared to give the decision-makers all the information they’ll need to make the right decision. Speak with confidence and clarity. Leaders will be ready to listen, seriously consider and, ideally, approve the recommendations.
• Having a concerned conversation with employees who need coaching. The intentions are to mentor these team members to improve their performance. Be a mindful communicator by giving direct and respectful feedback with empathy. They’ll listen with an open mind and hear the intentions that will help them succeed.
• Communicating with teammates with whom one has an antagonistic relationship. The intentions are to have a working and healthy relationship with teammates. At times, team dynamics can lead to tension, as different perspectives, communication styles, and conflicting goals may create challenges in collaboration and decision-making. Practicing mindful breathing helps to reduce stress, improve focus, and promote emotional balance. Communicate calmly, and they’ll participate in the conversation without hostility.

2. Be fully present.

In today's digital age, where the constant temptation to check phones, social media, and emails often distracts employees, staying fully present and actively listening has become a significant challenge — especially when communicating.

During conversations or meetings:

• Focus on the speaker. Take notes, and if working remotely, try to keep kids and pets in a different room.
• Make eye contact. Look at co-workers when talking and listening.
• Be aware of body language and nonverbal cues. Are team members smiling or raising their eyebrows? Crossing arms or leaning forward? Nodding heads or shaking their heads?
• Actively listen. Practice mindful listening by fully focusing on and engaging with the speaker without any distractions or judgment. This discipline will promote deeper understanding and connection.
• Avoid multitasking. Keep your cell phone out of sight, and refrain from checking emails or instant messages.

3. Remain open.

When setting intentions, ensure everyone involved in the conversations remains open and non-judgmental. The conversation should be a safe space for team members to talk openly.

Effective communication and mutual respect are key to fostering team cohesion and ensuring smooth collaboration among team members. As leaders, it’s especially important to encourage teams to connect the dots, think strategically, and contribute ideas, rather than take orders. Teams need to know leaders are open to new ideas and perspectives both in difficult day-to-day conversations and formal meetings.

When pitching a complex initiative, research all background details. Be prepared and think through any roadblocks. Stay open to new ideas or constructive criticism that could contribute to achieving the goal.

4. Be compassionate.

It’s easy to get wrapped up in the fast pace of day-to-day expectations and forget about the human being doing the work. Building relationships with teammates, customers, and vendors based on mutual respect, empathy, compassion, and consideration is important.

Managers’ tones can still be assertive when driving timelines, but they can also express gratitude along the way. Communicating with emotional intelligence (EQ) is a real asset. EQ includes awareness of your moods and the moods of others and an understanding of other’s goals. Employees who communicate with emotional intelligence can effectively navigate communication challenges and relate with compassion.

HSI Can Help

Mindfulness training enhances interpersonal communication skills, fostering interpersonal relationships and promoting employee well-being. Organizations will experience more effective team collaboration and conflict resolution, leading to a more harmonious, productive, and supportive environment.

HSI offers employees a library of off-the-shelf content that puts related training video- and article-based courses at their fingertips. Mindfulness practice in conversation is a category of training that will provide learners with effective communication skills in both their personal and professional life. In addition, ongoing training has been proven to increase job satisfaction.

Here’s an array of training topics around mindful communication.

• Active listening
• Growth mindset
• Emotional intelligence
• Verbal and nonverbal communication

“Workplace mindfulness is not only positively related to job performance, but also predictive of the degree to which individuals are attached to their employer.” — Eric Dane and Bradley J. Brummel, scholars in organizational behavior and psychology

Contact HSI for a consultation to learn how HSI can help.

Additional Resources

• Encouraging Teams to Work Well Together
• Tips for Cultivating Gratitude in the Workplace
• Improve Employee Social Awareness Through Workplace Empathy