Are you tired of being misunderstood in meetings or receiving endless emails asking for clarification? Clear communication is the cornerstone of success in any workplace. Yet, it can feel challenging to express yourself clearly, especially when English isn’t your first language.

The good news? Small, intentional changes can make a significant difference in how you communicate and connect with your colleagues.

Here are three practical changes you can start using today.

 1.Choose Simpler Words

The workplace can sometimes feel like a competition for who can use the most complicated language. But simpler is always better when clarity is the goal.

Instead of saying:

We need to expedite this process to ensure deliverables are met.

Try saying:

We need to speed this up to meet our goals.

Or, instead of saying:

I am reaching out to inquire about the feasibility of arranging a mutually beneficial collaboration.

Try saying:

I’d like to discuss working together.

Why it works: Using straightforward words helps your message land quickly and avoids misunderstandings. Remember, the goal is to inform and connect. Simple words also make your message accessible to colleagues who may not share the same level of language proficiency or familiarity with industry jargon.

Quick Tip: Create a list of simpler alternatives for commonly used complex words in your field. Refer to this list whenever you’re writing emails or preparing presentations.

Here’s an example of a list of simpler alternatives for commonly used complex words in professional communication in the field of technology: 

2. Speak in Short Sentences

When we’re nervous or unsure, it’s easy to talk too much or go off-topic. Long, complex sentences can confuse your listener and weaken  your main point. Instead, focus on speaking in short, clear sentences.

How to do this:

i. Focus on One Idea at a Time: Break down your thoughts into separate points. For instance, instead of saying,

The meeting on Friday, which we’ll be holding in the main conference room, will cover several topics including the Q3 report, upcoming deadlines and the client’s feedback from last month.

try:

Friday’s meeting will be in the main conference room. We’ll discuss the Q3 report, deadlines and client feedback.

ii. Use Full-Stops, Not Commas: If you find yourself adding too many commas to a sentence, it’s a sign you might need to split it into shorter ones.

Instead of:

Our team needs to finalise the presentation, gather the necessary reports, and confirm attendance by next Monday to meet the deadline.

say:

Our team needs to finalise the presentation. We also need to gather reports and confirm attendance by Monday.

iii. Avoid Adding Too Much Detail at Once: If details are important, spread them across multiple sentences. For example:
We are planning to roll out the new software, train the staff on how to use it and evaluate its performance over the next quarter.

could become:

We will roll out the new software first. Then, we’ll train staff on how to use it. Finally, we’ll evaluate its performance over the next quarter.

iv. Pause and Breathe: When speaking, pause briefly after each sentence. This not only helps you avoid running on but also gives your listener time to process what you’re saying.

Why it works: Short sentences make it easier for your listener to follow along, especially if they’re processing information in a second language. Organising your thoughts into smaller parts ensures your message is clear and impactful.

Quick Tip: Start with a Summary
When you prepare to write or speak, start with a short, clear sentence that explains your main idea. This is like a title that tells your audience what to expect. It helps you start clearly and keeps your message focused.

Steps to Practise Summarising:

i. Identify the Main Point: Ask yourself, "What’s the key idea I want to communicate?"

For example, if you’re discussing a report, the key point might be what the report focuses on or its overall finding.

Example: The report highlights three areas for improvement.

ii. Limit Yourself to 10 Words or Less: Avoid unnecessary details or background information in this first sentence. Keep it short and clear.

Instead of: This comprehensive report goes into great detail about various problems that were identified and offers potential solutions.

say:

The report identifies three key areas for improvement.

iii. Expand With Relevant Details: Once you’ve given the summary, you can build on it with more specifics. This helps your audience grasp the main idea first and stay focused as you provide the supporting information.

Example: After your summary, add: The first area is customer satisfaction, where we scored 20% lower than last quarter. The second is delivery timelines and the third is product quality.

Practice Exercise:

• Take a paragraph or email you’ve written recently.
• Write the main point of that text in 10 words or less.
• Check if it aligns with the rest of your message.

For example:
Original Email:
I wanted to update you on the progress of the project. We have completed the first phase and are moving into the second, but we’ve encountered some delays due to supplier issues. I’ll provide a detailed report by the end of the week.

10-Word Summary:
"Project update: Phase 1 done, delays in Phase 2."

This simple exercise can improve how you communicate and make your message more impactful.

 3. Ask for Feedback

Feedback is your best friend when improving communication. A simple, "Does that make sense?" or "Would you like me to explain further?" shows that you care about clarity and invites your listener to engage.

Pro Tip: After sending an email or delivering a message, ask your colleague to summarise what they understood. This helps you identify gaps in your explanation and improve for next time.

Why it works: Asking for feedback encourages a two-way conversation, builds trust and ensures your message is fully understood. It also demonstrates your willingness to improve and adapt, which is a valuable trait in any professional setting.

Quick Tip: Make feedback a habit. Set aside time at the end of your emails or meetings to invite clarifications or questions.

Final Thoughts
Improving your English at work doesn’t require an overhaul of your skills. By choosing simpler words, breaking your thoughts into shorter sentences and actively seeking feedback, you can make your communication clearer and more effective. These small, intentional changes not only enhance your confidence but also strengthen your connections with colleagues, helping you thrive in any professional setting.