Updated as of 5 July 2025

A 2024 workplace productivity report shows that nearly half of employees feel productive less than 75% of the time—with 18% saying they’re productive less than half the time. Poor communication is a key factor. Misunderstandings, unclear expectations, and a lack of psychological safety can quietly erode focus and morale. Humane workplace communication—rooted in empathy, clarity, and inclusion—can help reverse this trend. When people feel heard and respected, collaboration improves and engagement rises. In this expert roundup, we explore how more human-centred communication practices can support not just culture, but also meaningful, measurable productivity gains.

Lead with Observation, Not Accusation

One thing I always try to do is lead with what I noticed, not what they did. It shifts the whole tone. Instead of saying, “You didn’t seal that vent,” I’ll start with, “Hey, I noticed the screen on that vent wasn’t secured—was there something that got in the way?” It invites a conversation, not a defense.

That slight shift keeps people from shutting down. It tells them, “I’m here to figure this out with you,” not to blame them. And over time, it builds a culture where people feel safe owning up to mistakes, which means they’ll bring them to you before they become bigger problems. Respect starts with the way you ask, not just what you say.

Jay Vincent, Owner, Smart Solutions Pest Control

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Share What You See, Ask What’s Missing

One communication practice I use is starting tough conversations with this line: “Here’s what I’m seeing, tell me what I might be missing.” It invites perspective instead of pushing judgment. Whether it’s feedback on a missed deadline or a conflict between team members, that one sentence keeps the tone open and collaborative, not confrontational.

It’s a slight shift, but it sets the stage for mutual respect. People don’t shut down — they lean in. And more often than not, I am missing something, which makes the resolution stronger. Respect in communication isn’t just about tone — it’s about how you frame the intention behind the message.

Andrew Peluso, Founder, What Kind Of Bug Is This

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Check Temperature Before Telling Truth

One communication practice I’ve adopted that consistently keeps conversations humane and respectful is something I call “temperature checking before truth telling.” Before diving into feedback, decisions, or even updates that could trigger stress, I always take a moment to read the room—or the Zoom. That might mean asking, “How’s your energy today?” or “Is now a good time to dive into this?” It signals that the person on the other end matters as a human being first, not just a role on the org chart.

It’s a small gesture, but it shifts the tone immediately. People soften. They engage. And more importantly, they feel safe enough to be honest without going into defense mode. In my experience, respectful communication doesn’t start with language—it starts with timing and tone. If you don’t calibrate for the emotional climate, even the best message can land wrong.

I learned this the hard way. Years ago, I jumped into a one-on-one with a team member ready to talk strategy. She was quiet, nodding, but not really there. When I paused and simply asked, “Are you good?”—she told me her dog had passed away the night before. That moment taught me everything. You never know what someone’s carrying into a conversation unless you ask.

Since then, I’ve made space at the start of meetings—especially hard conversations—for people to bring their full humanity to the table. Sometimes it’s a vent, sometimes it’s a laugh, and sometimes it’s just a breath. But it always makes the exchange more grounded.

In creative and digital leadership, where pressure and pace can push people toward transactional communication, this practice has helped me build trust, reduce tension, and foster a culture where directness and compassion coexist. It doesn’t slow us down—it keeps us aligned. And when people feel seen, they show up better—not just as employees, but as collaborators and humans.

John Mac, Serial Entrepreneur, UNIBATT

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Listen First: Plants and People Need Care

One communication practice I rely on is listening first, then responding with clarity and empathy. Over the years working in gardens and on job sites, I’ve learned that no matter how good you are with plants, if you’re not good with people, the job suffers. Early on in my career, I noticed how often miscommunication led to frustration, whether it was between clients and trades or even within teams. Now, I make it a point to always take a breath, listen carefully, and then respond in a way that respects the other person’s view while still getting the job done. My background in music taught me how to listen for rhythm and tone, and I’ve taken that same approach to conversations, especially during high-stress moments like managing delays or unexpected costs. Being a certified horticulturist means I’ve studied not just the technical side of plants but also the importance of communication in managing client expectations and building trust.

A specific example was during a large garden redesign project where a client had a very emotional connection to a tree that needed to be removed for safety reasons. Instead of jumping straight to the logistics, I sat down with them, listened to the story of how that tree had been planted by their father, and we worked together on a respectful solution. We agreed to use cuttings from the tree to create new growth in another part of the garden and installed a small plaque in its place. That moment reminded me that good communication isn’t just about information, it’s about care. That approach turned what could’ve been a difficult confrontation into a lasting relationship, and it’s those moments that prove how experience, patience and respect go hand in hand.

Andrew Osborne, Owner, Ozzie Mowing & Gardening

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Slow Down Conversations to Build Trust

One communication practice I’ve leaned on heavily at Zapiy to keep conversations humane and respectful is slowing things down — intentionally. It sounds simple, but in fast-paced environments, people tend to jump to conclusions, finish each other’s sentences, or respond purely to defend their point of view. That’s when respect breaks down, even if no one means for it to.

For me, it starts with creating space in conversations. If we’re in a meeting and tensions rise or opinions clash, I consciously pause before reacting. I’ll say something like, “Let’s take a second to make sure we’re hearing each other clearly,” or I’ll ask the person to finish their thought fully before anyone responds. It might stretch a meeting by five minutes, but it prevents misunderstandings, ego battles, or the quiet resentment that builds when people feel unheard.

I’ve seen this make a real difference, especially in tough discussions — whether it’s product roadmaps, performance feedback, or when we disagree on strategy. Slowing down, letting people finish, and focusing on listening first has saved us from unnecessary friction and kept our culture grounded in respect, even when the conversation isn’t easy. And at the end of the day, respectful dialogue builds more trust than perfect alignment ever will.

Max Shak, Founder/CEO, Zapiy

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Pause Before Responding, Choose Curiosity Over Defense

One communication practice I swear by is pausing before responding, especially in tense or high-stakes conversations. It’s simple, but powerful. When someone gives feedback I didn’t expect or raises a concern that feels personal, my instinct is to jump in and defend or explain. But I’ve learned that taking even a 3-second pause helps me shift from reacting to responding.

That pause gives me space to ask myself: What’s really being said here? What might they be feeling? From there, I try to lead with curiosity, “Can you help me understand more?” instead of defensiveness. It sets a tone of respect, and over time, it’s helped build a culture where people feel safe being honest.

It’s a small habit, but it’s made a big difference in keeping communication grounded, thoughtful, and human.

Abhishek Shah, Founder, Testlify

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Talk to People Like People

One thing I always stick to is this: talk to people like people. Sounds simple, but it goes a long way.

Whether it’s a tough conversation or just day-to-day communication, I make sure to slow down, listen, and speak with respect. I don’t talk down to anyone, and I don’t let things get swept under the rug either. If there’s an issue, we handle it directly, but always with decency.

At the end of the day, we’re all human. Everyone’s got something going on outside of work and keeping that in mind helps me lead with patience instead of pressure.

Hunter Garnett, Managing Partner and Founder, Garnett Patterson Injury Lawyers

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Check-In Rounds Transform Technical Conversations

Last fall, during a tense discussion about shifting service territories, I made a point of opening every meeting with a “check-in round”—asking each person to share not just their status on routes but how they were feeling about the changes. When one of our senior techs admitted he was nervous about learning a new GPS system, I paused the agenda, thanked him for his honesty, and invited the rest of the team to share their frustrations or tips. By intentionally carving out space for emotions before jumping into logistics, I made it clear that we value people over processes, and it set a tone of mutual respect for the rest of the conversation.

That simple practice has had ripple effects: technicians speak up earlier when they encounter roadblocks, office staff feel heard when policies change, and I receive real-time feedback instead of buried emails. Our post-meeting surveys show a 25% increase in people feeling “valued” and “respected,” and fewer misunderstandings mean we resolve issues more quickly. Making humanity the first agenda item reminds everyone that we’re teammates first—and helps even tough conversations stay constructive.

Joel Miller, President, Miller Pest & Termite

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Name the Emotion Before the Issue

At Ridgeline Recovery, one of the core practices we live by is this—slow down before you speak. In a clinical setting where people are carrying trauma, anxiety, or just plain exhaustion, how you say something matters as much as what you say. That applies to staff just as much as clients.

So we use a simple habit during tough conversations: name the emotion before the issue. If a team member is frustrated, we don’t jump into logistics or policy talk. We say, “It sounds like this really pushed you,” or “I hear that this landed hard.” That short moment of acknowledgment resets the temperature in the room. People don’t escalate when they feel seen.

I started doing this after watching one of our lead therapists handle a high-stress group session where tensions were high. She didn’t defuse it by talking over anyone—she paused, named what she was seeing emotionally, and gave space. That group didn’t spiral. They leaned in. That’s when I realized: clinical tools work in leadership too.

We also have a rule in leadership meetings—no “brutal honesty.” Honesty, yes. Brutal, no. You can challenge an idea without attacking the person behind it. If you can’t do that, you’re not leading—you’re reacting.

At the end of the day, our team is here because they care about people. If we don’t practice humane communication with each other, we can’t expect to offer it to our clients. Respect isn’t a tone—it’s a behavior. And it has to start from the top.

Andy Danec, Owner, Ridgeline Recovery LLC

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Pause Before Sending: Empathy Prevents Conflict

One simple practice that’s helped keep our workplace communication humane: pausing before responding—especially in Slack or email. When tensions run high or feedback is misread, it’s tempting to shoot back quickly. But I’ve trained myself and my team to take a moment, reread with empathy, and ask, “What might they be trying to say under the surface?”

That small pause often reveals that most conflicts stem from misunderstanding, not malice. It also creates space for more thoughtful, measured responses. We’ve built a culture around checking tone and intent before hitting send. As a result, even tough conversations feel constructive, not combative.

Eugene Leow Zhao Wei, Director, Marketing Agency Singapore

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Private Correction Builds Crew Loyalty

In this business, the way you talk to your crew matters. Roofing isn’t a corporate office where people trade polite emails. It’s high heat, long hours, tight deadlines, and pressure to get it right the first time. That kind of stress can break down communication fast if you’re not intentional about keeping things respectful.

So here’s what I do that works: I never call out a mistake in front of the whole crew. If someone messes up—and trust me, it happens—I pull them aside, one-on-one, and talk it through. I make sure they understand the issue, how to fix it, and why it matters. No shouting. No humiliation. Just straight-up respect. That one small move has kept the job site tight and the crew loyal.

I also set the tone early. First job of the week, first few minutes of the day—I talk to the guys like equals. I remind them that we’re all here to work hard, look out for each other, and bring quality to every job. Doesn’t matter if it’s your first day or your fifth year, we talk to each other like men with a common goal. No egos. No disrespect.

Another thing? I listen. Really listen. If someone’s got a concern—about pay, safety, schedules—I don’t brush it off or give some excuse. I stop, hear them out, and deal with it. That earns trust. And when people feel heard, they’re more likely to speak up before a small issue turns into a big one.

Respect isn’t just a word at Achilles Roofing. It’s in how we speak, how we correct, and how we lead. You want a crew that sticks around and takes pride in their work? Talk to them like they matter. Every time.

Ahmad Faiz, Owner, Achilles Roofing and Exteriors

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Honor the Human First in Crisis

In my business—which operates in luxury short-term rentals, and the front line of customer service, I have one communication practice I can’t live without. I always start challenging conversations with honoring the human. Even if we are in a crisis; a guest arrives, the Wi-Fi goes down, or a driver is late, I start the conversation with ‘first, thank you for your patience, I realize your time is important’.

This communications habit can be traced to an early lesson. Back in 2021, we faced a guest relocating at midnight and it was due to a water problem. Meanwhile, it had been a long day and tempers were flaring! I paused the logistics, and said, ‘Hey, I know we are all stretched right now, but I see you and I really appreciate you for the way you are showing up in this moment.’ Almost immediately I witnessed a shift in tone. What could’ve been contentious conflict became collaborative resolution.

Since that memorable moment, we have insisted our tone with customers and each other reflects that tenor. It shows in our numbers; customer complaints are down 32% year over year, and our average tone scoring (yes, I mean tracking, and yes we track it via sentiment analysis) in response via WhatsApp is up 21%.

Empathy isn’t fluffy, it’s part of operational strategy. By always leading with respect and kindness, even in brief interactions, we are taking care of our relationships, and in our type of business, relationships are the product.

That is how I keep communication human touch, even when the stakes are high.

Martin Weidemann, Owner, RentMexicoCity.com

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Mood Weather Check-Ins Create Compassionate Communication

I make it a point to open every one-on-one or team discussion with a quick “heart check”—a brief, round-robin moment where each person shares how they’re feeling in one word or a short phrase before we dive into agenda items. Last fall, during a particularly tense week when supply delays were piling up, I kicked off our Monday huddle by asking everyone to name their current “mood weather” (sunny, stormy, foggy, etc.). When our lead technician described his mood as “foggy” because he’d been up troubleshooting broken pumps all weekend, the team paused. That simple acknowledgment let us recognize the strain on him and adjust our plan: we reprioritized tasks and offered him support rather than barreling straight into deadline pressures.

Since adopting this “mood weather” check-in, I’ve noticed a significant shift in how candid and compassionate our conversations have become. People feel safe naming stress or fatigue without fear it’ll be dismissed, and it reminds us all to treat one another as humans first, not just roles or task-completers. By normalizing the sharing of small emotional states, we prevent misunderstandings, maintain constructive feedback, and strengthen the underlying trust that makes difficult conversations feel respectful rather than confrontational.

Chris Rowland, Owner, Rowland Pest Management

About Humane HR Perspectives

Our round-up series “Humane HR Perspectives” examines the fundamentals of humanising human resources (HR) from the perspectives of top authorities within and relevant to the industry. Q&A sessions with founders, CEOs, HR professionals, business leaders, and other significant players who are influencing the direction of HR are included in every edition.

Throughout the employee life cycle, we address a wide range of subjects in this series, including recruitment and selection, onboarding, training and development, performance management, employee engagement, pay and benefits, and more. We also go over important topics like compliance, change management in the workplace, morale and welfare, workplace communications, and diversity and inclusion.

The “Humane HR Perspectives” series offers insightful advice and practical examples to help develop a more encouraging, productive, and successful workplace—whether you’re an HR professional, a business leader, or just someone who is enthusiastic about creating a great work environment. Join us as we explore the approaches, difficulties, and triumphs that characterise HR humanisation and acquire unique access to the knowledge and experiences of individuals spearheading the movement.

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