How to Communicate in the Workplace: Writing Emails, Reporting, Asking Questions, and Attending Meetings, NACE Communication Competency Checklist

When first entering the workplace, many people find that the hardest part is not the technical work, but communication: not knowing how to write a proper email, being afraid to speak up in meetings, not knowing whether to ask when facing a problem, or feeling too embarrassed to speak up when stuck halfway through a task. For Chinese students working overseas, language and cultural differences add another layer of challenge. This article uses the description of communication in the National Association of Colleges and Employers (NACE) "Career Readiness" framework as its main thread to clarify exactly what workplace communication entails and how to handle several common scenarios.

1. Why Employers Value Communication

In NACE's 2026 employer survey, communication skills, along with teamwork and problem-solving, are the top three skills employers want to see in new graduates. NACE defines communication as:

Articulate and exchange information, ideas, facts, and perspectives clearly and effectively with people inside and outside the organization.

There are two key words in this definition: clearly and effectively. Workplace communication is not about talking a lot or speaking beautifully; it is about ensuring the other person understands accurately and moving things forward.

2. Communication Behaviors Listed by NACE

In the December 2025 version of the Career Readiness Competencies framework, NACE lists specific behaviors that demonstrate communication skills:

1. Understand and utilize oral, written, and nonverbal (body language) communication;
2. Apply active listening, persuasion, and influencing skills;
3. Express ideas clearly and in an organized manner so others can understand accurately;
4. Consider different learning styles, communication abilities, and cultural differences when communicating;
5. Ask appropriate questions to supervisors, experts, and others to obtain specific information;
6. Inform relevant people promptly when guidance is needed.

The last two points are exactly what many newcomers overlook the most: being afraid to ask and not speaking up in time.

In the "Teamwork" category, NACE also specifically mentions: listening actively, taking the time to understand others, asking appropriate questions, and not interrupting.

3. How to Handle Common Scenarios

1. Writing Work Emails

• Write a clear subject line: Let the recipient know what the email is about without opening it;
• State the purpose in the first sentence: Whether you are asking for a decision, requesting information, or just informing them;
• Stick to one topic per email, and use bullet points for lengthy content;
• Clearly state what you need the recipient to do and the deadline;
• Check the recipients, attachments, and spelling before sending.

2. Reporting Work Progress

Do not wait for your supervisor to ask. Report regularly and briefly: what you have finished, what you are working on, what problems you have encountered, and what support you need. This is what NACE means by "expressing ideas clearly and in an organized manner."

3. When Facing Problems or Needing Help

NACE lists "informing relevant people promptly when guidance is needed" as part of communication skills. A common concern for newcomers is "asking will make me look incompetent," but getting stuck without speaking up and causing delays in the end has a much higher cost. When asking questions, you can organize your thoughts like this (examples below):

• What task I am working on;
• Which step I am stuck on;
• What methods I have already tried;
• What specific help I need.

By asking questions this way, the other person can help you quickly and also see that you have already put in some thought.

4. Attending Meetings

• Review the agenda before the meeting and think about what you want to say and ask;
• Listen carefully during the meeting and do not interrupt others; when you have an idea, express it briefly and specifically;
• After the meeting, if you are responsible for follow-up, send a brief email summarizing the conclusions and division of labor.

5. Receiving Tasks

When receiving a task, confirm three things: what the expected outcome is, when it is due, and what the priority is. Ask for clarification on the spot if anything is unclear; it is much better than finding out the direction was wrong after finishing it. This is what NACE means by "asking appropriate questions to obtain specific information."

6. When Disagreeing

NACE emphasizes effectively handling conflicts and respecting different personalities and perspectives in teamwork. When expressing a differing opinion, focus on the issue, explain your reasons, and propose alternatives, rather than simply saying "no."

4. Extra Tips for Chinese Students Working Overseas

• Don't hesitate to speak up just because your language isn't perfect: Clarity is more important than fluency. Asking the other person to repeat or confirm if you didn't understand is a normal professional practice;
• Pay attention to differences in communication styles: The NACE framework specifically mentions considering cultural differences when communicating. Different teams have different habits regarding directness, speaking in meetings, and email tone; observe how your colleagues communicate;
• Proactively highlight your contributions: When reporting, clearly state "what I did and what the results were," rather than just saying "we";
• Double-check written communication: For important emails, draft them first, take a break, and read them again before sending.

5. How to Improve Communication Skills

The UK government's National Careers Service points out that communication skills are used in writing emails, dealing with clients, and reading instructions; the way to improve communication skills is to meet new people and work with them, such as joining sports teams or hobby clubs, doing volunteer work that requires interacting with the public, and practicing phone and video calls.

At work, you can also:

• Observe colleagues who communicate well and learn from how they write emails and run meetings;
• Practice important reports beforehand;
• Proactively ask your supervisor or colleagues for feedback.

Final Thoughts

The core of workplace communication is not eloquence, but a few good habits: speaking clearly, listening carefully, asking promptly, and reporting proactively. Use the communication behaviors listed by NACE as a self-check list, review it once a week, and you will see obvious progress.

For overall career development planning, see our How Career Coaching Works; for pre-onboarding preparation, see Pre-onboarding Preparation. If you need one-on-one coaching on workplace adaptation, feel free to chat with our career counselors.

Verification Note: This article was verified in September 2026. The definition and specific behaviors of communication skills, as well as listening and conflict resolution in teamwork, are from the original text of the National Association of Colleges and Employers (NACE) Career Readiness Competencies framework (December 2025 edition); the top three skills most valued by employers are from the NACE "Job Outlook 2026 Spring Update," which has been verified in Article 79 on this site; suggestions for improving communication skills are from the UK government's National Careers Service soft skills guide. The specific practices and examples for each scenario are our experience-based recommendations.

References:

• NACE: What is Career Readiness?
• NACE: Career Readiness Competencies (December 2025 Edition, PDF)
• NACE: The Key Skills Employers Seek on College Students' Resumes
• National Careers Service: Develop your soft skills