Exercises That Actually Work

If you've ever thought, "I should probably work on my communication skills," but didn't know where to start – you're not alone. For many people, especially freelancers, contractors, and professionals who work remotely or across multiple teams, communication can make or break your day-to-day success. But unlike technical skills, communication is often something we assume we either have or don't – and that's a myth.

The truth is, communication is a skill like any other. And with the right approach, you can improve it – not by reading theory, but by doing practical, real-world exercises that build habits over time.

So, if you're looking to enhance how you work with colleagues, win over clients, or simply become someone others listen to, this guide from IR35 Rules is for you.

Why Communication Matters (Especially If You're Self-Employed or Contracting)

For employees working in a fixed team, communication helps projects run smoothly. For contractors, freelancers and business owners, it goes even further – it shapes your reputation, your client relationships and even your income.Here’s what strong communication can help you achieve:

• Fewer misunderstandings – clearer briefs, faster turnaround, less back-and-forth
• Stronger relationships – clients and colleagues trust people who listen well and explain things clearly
• Greater confidence – you feel more in control when pitching ideas, asking questions or handling difficult situations
• Better opportunities – strong communicators stand out and are recommended more often

Poor communication, on the other hand, can lead to late payments, scope creep, frustrated clients and missed opportunities.

Five Practical Exercises to Improve Workplace Communication

These are practical habits you can use repeatedly. They work across industries and suit on-site, hybrid and remote roles.

Active Listening Practice: Mirror and Clarify

What it is?Most people listen to reply, not to understand. Active listening means giving your full attention, showing you're engaged and summarising what has been said.Try this:

• After someone explains something important, paraphrase it back to them
• Use phrases like: “Just to check I’ve understood – you need the report delivered by Thursday morning?”
• Ask follow-up questions before giving your response

Why it works?Active listening builds trust, prevents mistakes and keeps everyone aligned.

Mastering Clarity: The 60-Second Rule

What it is? Strong communicators can explain a complex idea in under a minute.Try this:

• Pick a task or idea and explain it in 60 seconds
• Focus on what matters: who it’s for, what needs doing and why

Why it works? This forces you to think clearly before you speak and helps others stay focused.

Rehearse Difficult Conversations

What it is? Avoiding conflict might feel easier, but it often makes matters worse. Practising tough conversations helps you handle them confidently.Try this:

• Write down a likely scenario (payment delays, feedback, setting boundaries)
• Rehearse with a friend or record yourself
• Keep calm, use “I” statements and stay professional

Why it works? It reduces nerves, helps you stay measured and avoids emotional language.

Non-Verbal Awareness Training

What it is? Your tone, facial expressions and body language often communicate more than your words.Try this:

• Record yourself during a call or presentation
• Observe eye contact, posture and gestures
• Check that your non-verbal signals match your message

Why it works? Consistency between your words and body language builds trust.

Refine Your Written Tone

What it is? In written communication, tone can easily be misunderstood. Try this:

• Read messages aloud before sending – does it sound clear, friendly and professional?
• Avoid long blocks of text by breaking information into short points
• For sensitive topics, consider calling instead

Why it works? Clear writing reduces confusion and avoids endless email back-and-forth.

Everyday Workplace Communication Mistakes to Avoid

Communication issues happen even with the best intentions. These are some common pitfalls:

• Lack of clarity – vague or incomplete messages cause delays and errors. Keep things concise, clear and check understanding.
• Not actively listening – being distracted or thinking ahead causes you to miss key details. Show engagement through eye contact, nods and verbal cues.
• Over-reliance on email or chat – digital tools lack nuance. Sensitive or complex points are better handled by phone or in person.
• Avoiding difficult conversations – avoiding conflict lets issues grow. Approach tough discussions calmly, stick to facts and focus on solutions rather than blame.

You Don’t Have to Be a Natural Communicator, You Just Have to Practise

• Not everyone is naturally confident with communication. What matters most is the willingness to practise and improve gradually.
• Strong communication lowers stress, builds trust and boosts your professional reputation. It often leads to better clients, better projects and better results.
• Don’t wait for the perfect moment to start improving. Even one small exercise from today’s list can make a difference.

If you’d like more contractor-friendly guidance, you can sign up for IR35 Rules insights to receive tips on communication, career development and working smarter.

IR35 FAQ for Contractors

1. Why is communication such a big deal in the workplace?

Because it affects nearly everything – from how well projects run to how teams collaborate and how clients perceive you. For contractors and freelancers, communication can impact your reputation, your income, and whether clients want to work with you again.

2. What's the difference between active listening and just 'listening'?

Active listening means you're fully engaged – not just hearing words, but really understanding the message. You ask clarifying questions, paraphrase what's been said, and avoid interrupting. It's a key skill that shows respect and prevents miscommunication.

3. I mostly work remotely. Do these exercises still apply to me?

Yes – absolutely. In fact, communication becomes even more important when you're working remotely. Since you're missing out on body language and spontaneous chats, things like clear emails, active listening on video calls, and checking tone in messages are crucial.

4. How can I handle a difficult conversation with a client or colleague?

Preparation is key. Use the "facts, impact, solution" model:

1.    Fact: What's happened?

2.    Impact: How is it affecting the project or working relationship?

3.    Solution: What do you suggest happens next?

You can also rehearse the conversation in advance to feel more confident.

5. What's one quick thing I can do today to improve my communication at work?

Try summarising what someone says to you during your next meeting or call. It's a simple way to practise active listening – and it makes sure everyone is on the same page.

6. I struggle with writing clear emails. Any tips?

Yes! Keep it short, stick to one main topic per email, and use bullet points where possible. Before hitting send, read your message aloud – if it sounds confusing or abrupt, revise it for clarity and tone.

7. Is non-verbal communication really that important in a professional setting?

Yes – your tone, body language, and facial expressions all contribute to how your message is received. Even in video calls, things like eye contact, posture, and gestures matter. When your non-verbal cues match your words, you come across as more confident and trustworthy.

8. What should I do if my message gets misinterpreted in an email or message?

Don't panic. If there's confusion, reply promptly with a calm and clear explanation. If needed, suggest a quick call to clear things up. Always aim to clarify, not to defend.

9. How do I improve communication if I'm working across different teams or clients?

Be proactive. Set expectations early, confirm understanding regularly, and don't be afraid to over-communicate important points. Every client or team might have a different style, so adapt your tone and level of detail as needed.

10. Can communication skills really help me grow my contracting career or business?

Definitely. Strong communicators are more likely to be trusted with bigger responsibilities, better contracts, and leadership roles. Whether you're chasing promotion or building your own brand, great communication gives you an edge.