Communicate across generations in your workplace

Millennials are now the largest generation in Swedish workplaces — yet they avoid phone calls whenever possible. They prefer group-based communication that fosters collaboration.

I’m probably a walking stereotype of my generation, especially considering I’ve previously written about why we should stop calling each other.

Gen Z, on the other hand — the newest generation to enter the workforce — prefers direct messaging and video.

Just like in marketing, it’s important to tailor your message and choose how, where, and when to communicate if you want to reach different generations effectively at work. If you don’t adapt your communication or provide the right tools, you risk failing completely at internal communication.

This post is the first in our new series on generations. So let’s dive in and explore how to communicate across generations.

The Generations

There are plenty of (stereotypical) nicknames for generations — the “slacker generation,” the “Peter Pan generation,” “iGen,” and many more.

Here are the most common identifiers:

Generation Z (born 1997–2012)

“Digital natives” — the first generation literally born with a phone in their hand. They prefer messaging, video, and voice, and expect instant replies. More than half say their smartphone is their most important internet device, and they use voice commands more than any other generation.

Millennials (born 1981–1996)

The last generation to grow up offline. They’re the largest group in today’s workplaces and thrive on communication that promotes teamwork — direct messaging, group chats, and email. They generally dislike phone calls (thanks, SMS-era!) and demand high standards from the tools they use at work.

Gen X (born 1965–1980)

The first generation to truly embrace digital communication at work. Early adopters of email, they became comfortable with the written word as their main communication method — and they still use computers the most.

Baby Boomers (born 1946–1964)

They grew up in a world where face-to-face communication ruled, with phone calls as a strong complement. Today, they prefer a mix of email, calls, meetings, and in-person conversations. Together with Gen X, they’re also the biggest users of tablets.

Priorities, Information, and Focus

Now that you have an idea of how the generations differ, let’s look at the challenges of working in a multigenerational environment.

Generations process information differently, prioritize differently, and focus on different things.

Boomers are process-oriented and loyal, with a focus on results.
Gen X values work-life balance and emphasizes results over process.
Millennials want lots of information and are collaborative and flexible.
Gen Z craves detailed information and is driven by individual and team progress.

Common Challenges

Misunderstandings and miscommunication

Communication’s goal is to convey meaning — but that’s hard when multiple truths meet and perspectives differ. People interpret information through their own priorities, leading to confusion or conflict.

Language differences

Even when we all speak Swedish (or English), we don’t speak it the same way.

Millennials and Gen Z have no issue using emojis in business communication — while older colleagues might find them “unnecessary” or “unprofessional.” 🙂

Gen Z uses more abbreviations than anyone else, and cultural references often make sense only to their own generation.

To illustrate: 83% of Gen Z say they’re more comfortable expressing feelings via emojis than over the phone 😉.

For Boomers it’s 53%, Gen X 61%, and Millennials 71%.

The younger generations also tend to use more slang and informal language than their older peers.

Different work styles

Some are process-driven, others result-focused. That can cause friction — especially between those who are detail-oriented and those who multitask and improvise.

Flexibility is another divider. Gen Z values their working hours and doesn’t want to be disturbed outside of them.

Openness to change

Different generations adapt to change at different speeds. In a world of hybrid workplaces, new tech, and flexible hours, how you communicate change is key to maintaining productivity.

Device Preferences

57% of Boomers use tablets (vs. 35% of Millennials)
70% of Millennials own a laptop (57% also have a desktop) — the first generation more likely to own a laptop than a desktop
Over 50% of Gen Z say their mobile is their most important internet device
88% of Gen Z have a computer at home — making them the most connected generation
92% of Gen X own a mobile, 69% a desktop, 61% a laptop, but only 5% own a tablet

How to Improve Cross-Generational Communication

1. Build awareness and understanding

The key is to bridge the generational gap. Understand the basics — and remember, these are general tendencies, not strict rules.

Gen Z values transparency and visual communication (video and face-to-face).
Millennials prefer authentic, quick chats and efficiency — they’re digital-first.
Gen X likes informal, flexible communication — mostly email or phone.
Boomers appreciate formal, direct communication and detailed background info.

2. Adapt to your audience

Choose the method that suits the receiver, not yourself.

Match the medium to the message:

Phone calls: detailed or emotional topics
Email: informative, structured updates
Chat: general updates, collaboration, quick news
Video: feedback or deeper conversations

3. Mirror the communication channel

Reply in the same channel you received the message.

If your Millennial colleague sends a chat message — don’t call back, reply in chat.

If you do switch channels, carry the context with you and explain why.

4. Communicate your own preferences

While adapting is key, it’s also important to share your own boundaries.

Maybe you’re fine with messages after 5 PM but prefer no calls before 9 AM — make that clear.

5. Set team-wide communication rules

To make teamwork smoother, agree on how to communicate.

Ask yourselves:

What challenges do we face in our communication today?
Which channel should be our primary one — chat, call, or email?
How do we schedule and run meetings efficiently?
What’s a reasonable response time expectation?
How do we handle communication when someone’s on leave or parental duty?

Final Thoughts

Communication plays a vital role in every workplace. If you and your team align your approach and tailor it to your reality, you’ll be more productive and happier at work.

Seamless communication requires preparation — understanding your people, your culture, and your generations.

Because no matter what generation you belong to, one thing’s for sure: communication isn’t easy.

As Captain Barbossa says in Pirates of the Caribbean: