WorkGermany

Communicating at work in Germany

Kommunikation am Arbeitsplatz

At work clarity, objectivity and reliability count. Direct feedback is common and usually not meant personally.

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Overview

Many newcomers meet misunderstandings at work that are caused not only by language but by communication style. In German companies people prefer frankness, advance planning and a separation between work and private life, which may seem cold to someone used to a warmer, more indirect style.

It does not mean disrespect. This guide explains what to expect from meetings, conversations, email and feedback, how to express your opinion, disagreement or request, and how to build good relationships with colleagues and your manager.

1

Directness and feedback

Colleagues and managers say what they think clearly, and you may receive critical feedback without gentle introductions.

  • This is not an insult but respect for your time and a wish to improve the work.
  • When you receive criticism, listen without interrupting, ask for details and thank the speaker.
  • When you give feedback yourself, be polite and specific: Ich habe eine Frage zu diesem Punkt.
  • Avoid hints, which may not be understood.
  • Talk about facts, not about people.
  • If you disagree with someone, present your argument calmly with examples.
2

Meetings and sticking to the plan

Meetings start and end on time, have an agenda sent in advance and usually a record distributed afterwards.

  • Prepare your points and speak when your turn comes on the relevant topic, without moving to other subjects.
  • Oral agreements count as binding, so do not promise what you cannot deliver.
  • If you cannot meet a deadline, say so early and offer an alternative rather than staying silent.
  • Someone who keeps a promise is valued more than someone who promises a lot.
  • And do not expect the schedule to be changed at the last minute without a reason.
3

Email and phone

A professional email is formal and clear: a suitable greeting (Sehr geehrte Frau Schmidt or Guten Tag Herr Weber depending on the relationship), then the point directly in short sentences, then Mit freundlichen Grüßen and your name.

  • Write a clear subject line and reply within one to two working days.
  • On the phone give your name and company and state the reason for your call, and do not call after working hours except in necessity.
  • Be careful with WhatsApp messages to your manager if that is not usual in your company, and respect colleagues' private time.
4

Relations with colleagues and small talk

You may notice that colleagues do not ask much about your private life or family, since the separation between professional and private life is common and does not mean lack of interest.

  • Short talk about the weather, holidays or sport is normal.
  • Colleagues meet during the coffee break, so join them sometimes to build relationships.
  • An invitation to lunch is appreciated.
  • Accept invitations to small celebrations, and you may politely decline if they conflict with your beliefs.
  • Do not join gossip and keep information about the company and colleagues confidential.
5

Dealing with managers and problems

The hierarchy in German companies is less sharp than you might expect, and employees are expected to act on their own initiative within their responsibilities.

  • Ask when you do not understand, since asking is better than a mistake, and report on the progress of your work without being asked.
  • If you face a problem such as discrimination, harassment or unsafe conditions, talk to your manager, the works council or the human resources department, because you have legal rights that protect you.
  • You can request a regular one-to-one meeting with your manager for feedback.
  • Build your reputation through reliability, quality and cooperation.

Step by step

  1. 1

    Learn the basic phrases for meetings and email in German.

  2. 2

    Prepare your points before each meeting and speak at the right time.

  3. 3

    Send a written summary after important oral agreements.

  4. 4

    Report early about any delay or problem and offer an alternative.

  5. 5

    Ask your manager for regular feedback and accept it openly.

  6. 6

    Join the coffee break occasionally to build relationships.

Documents checklist

  • Your employment contract and job description.
  • The staff handbook and the company's communication policy.
  • The meeting schedule and its minutes.
  • Names and emails of the people in charge and the works council.

Key vocabulary

  • dieBesprechung
    meeting
  • dieTagesordnung
    agenda
  • dasProtokoll
    minutes
  • derKollege
    colleague
  • derVorgesetzte
    manager, superior
  • dieRückmeldung
    feedback
  • dieFrist
    deadline
  • dieAbsprache
    agreement
  • derBetriebsrat
    works council
  • dieKaffeepause
    coffee break
  • zuverlässig
    reliable

Useful phrases

  • Darf ich kurz etwas dazu sagen?May I briefly say something about that?
  • Ich sehe das anders, weil …I see it differently because …
  • Bis wann brauchen Sie das?By when do you need that?
  • Ich schaffe das leider nicht bis Freitag.Unfortunately I cannot manage that by Friday.
  • Könnten Sie mir das bitte noch einmal erklären?Could you please explain that to me once more?
  • Vielen Dank für Ihr Feedback.Thank you very much for your feedback.

A talk with the manager

  • Vorgesetzte

    Ihr Bericht ist inhaltlich gut, aber die Struktur ist noch unklar.Your report is good in content, but the structure is still unclear.

  • Sie

    Danke für die Rückmeldung. Können Sie mir ein Beispiel nennen?Thank you for the feedback. Can you give me an example?

  • Vorgesetzte

    Die Zusammenfassung sollte am Anfang stehen, nicht am Ende.The summary should be at the beginning, not at the end.

  • Sie

    Verstanden. Ich überarbeite den Bericht bis Donnerstag.Understood. I will revise the report by Thursday.

  • Vorgesetzte

    Gut. Melden Sie sich, wenn Sie Fragen haben.Good. Get in touch if you have questions.

  • Sie

    Das mache ich. Vielen Dank!I will. Thank you very much!

Common mistakes

  • Reading directness as hostility and reacting with emotion or withdrawing.
  • Agreeing to every request out of politeness and then being unable to carry it out.
  • Writing a long vague email without a clear point or specific request.
  • Ignoring messages or replying very late, which is taken as lack of interest.

Cultural tips

  • When you are unsure you understood, rephrase what you heard: Habe ich richtig verstanden, dass…?
  • Ask a trusted colleague to explain the unwritten conventions in the company.
  • Take a business German or professional communication course through the employment agency or the company.
  • Keep a polite tone even when you disagree, which preserves the relationship.

Official links

Check yourself

Question 1 of 5

How is direct critical feedback usually understood at work?

Keep practising