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This week’s newsletter aims to shed light on the impact of some leadership communication habits and provides practical tips to help emerging leaders enhance their awareness and deliver messages that align with their intended meaning.
Effective communication skills are such an important aspect of solid leadership. But powerful communication goes beyond the words we choose - it includes the tone, volume (and silence), and the body language we employ. The way leaders express and present themselves greatly influences how their messages are received, understood, and acted upon by their teams.
Let’s look at some basic modes of communication that are commonly employed, and their impact on a leader’s messaging.
Choice of words
Words have the power to inspire, motivate, and create a shared sense of purpose within a team. Conversely, they can also demotivate, confuse, or breed resentment. Leaders must choose their words thoughtfully to ensure alignment with their intended message.
Here are examples of ineffective choice of words:
"You all need to work harder.” “The project is falling behind, and it's your fault." “I created a lot of positive changes within this team/organization.” The blame game can lead to defensiveness and demotivation, hindering team morale and productivity. Also using the word “I” rather than “we” will most certainly turn people off.
Improved choice of words:
"We're facing some challenges with the project timeline. Let's come together to brainstorm solutions and support each other." By shifting the focus to collaboration and problem-solving, the leader promotes a sense of collective responsibility and encourages a proactive approach.
Bottom line is, before delivering a message, leaders should ask themselves:
What is it that I want folks to walk away with from our interaction?
How do I want people to feel when they walk away from our meeting?
And then ask yourself if the words you plan to use inspire, motivate, and create a positive work environment and the conditions for those outcomes.
Specificity
Blanket statements are generalizations. Blanket statements are so widely used in so many different contexts, and yet, whether the message is positive or negative, blanket statemetns are completely ineffective. While they are almost always made with the best of intentions, I guarantee you: they ALWAYS fall flat. It doesn’t matter if it happens in a corporate setting, in a classroom or in team sports. Blanket statements are useless, and this is why: the people who need to hear the message won’t think it applies to them and therefore will tune you out, while the people who were included by association are the ones who generally take it most seriously.
Here are examples of ineffective blanket statements:
“You all need to work harder.” “It’s like no one showed up to play today!” “Great work, team!”
Improved specificity:
Whether good or bad, if you are going to make a blanket statement, be prepared to follow it up with specific advice/instructions/feedback/compliment for each team member to ensure that it is personal and as a result, internalized to create the impact that was intended. Leaders get extra bonus points for going a step further and explaining the impact the work of each team member has on the rest of the team and organization.
Tone and Volume
The way leaders deliver their messages—the tone and volume of their voice - plays a vital role in influencing how their words are perceived. Different tones and volumes can evoke diverse emotional responses from team members.
Here are examples of ineffective tone/volume:
Speaking in a condescending tone, a raised voice can both make team members react defensively, fostering a negative work environment and hindering open communication.
Improved tone/volume:
Speaking calmly and with a neutral tone sets the stage for open dialogue, allowing team members to express their thoughts and concerns without fear of judgment.
People tend to mirror others. Leaders can use this to their advantage and set the stage for effective interactions. Before stepping into a conversation, leaders should always take a moment to clear judgment or expectations – because going into a conversation holding onto assumptions will impact their choice of words, tone and body language, which will then impact how the message will be received.
Silence
Silence and lack of communication from leaders can be just as impactful as hurtful messages. It can leave team members confused, anxious, or disengaged. Leaders must recognize the importance of prompt and transparent communication.
Here are examples of ineffective use of silence:
Not communicating changes in project deadlines, leaving the team or other stakeholders in the dark until the last minute can result in missed opportunities, increased stress, and a breakdown in trust between the leader and the team.
Improved communication:
Proactively informing the team about changes, challenges, and expectations. Transparent and timely communication fosters trust, empowers team members to plan and adapt accordingly, and strengthens the leader's relationship with their team.
The only time silence is welcome is in well-timed pauses during conversations or meetings, as they allow all team members an opportunity to think through an idea, so that they can contribute more confidently.
Body Language
Body language, including facial expressions, posture, gestures, and eye contact, can often convey more than words alone. Leaders must be aware of their body language and understand how it can influence the interpretation of their messages.
Here are examples of ineffective use of body language:
Rolling eyes or crossing arms while team members share their ideas can signal disinterest, disrespect, or lack of openness, discouraging team members from sharing their thoughts and stifling creativity. Looking at a device and studying notes during a meeting can have the same effect.
Fidgeting or constantly checking the time during team meetings can convey a lack of interest, undermining the leader's credibility and team engagement.
Walking pace. I get this feedback a LOT when doing 360’s for clients. Are you constantly rushing and darting around, head down while bee-lining it to the next meeting? This behavior signals to team members that a leader is too busy to interact and isn’t open to engaging.
Improved use of body language:
Maintaining an open posture, making eye contact, and nodding to acknowledge team members communicates attentiveness, respect, and encourages team members to freely express their ideas and opinions.
Adopting a relaxed yet attentive posture and actively taking part in discussions conveys engagement, involvement, and signals to team members that their contributions are valued.
Respect personal space boundaries and avoid invading others' personal space, as it can create discomfort and hinder effective communication.
If you have a tendency to rush around all the time, think of it this way. It is essentially perceived the same way a closed office door is. It says “Do not disturb!” As a leader concerned about honing workplace relationships and balancing accessibility, you should limit rushing around to times when it is necessary.
Effective leadership communication goes beyond the words we choose. By being aware of the impact of words, tone, volume, and even silence, emerging leaders can significantly enhance their ability to convey messages that align with their intended meaning. Regularly seek feedback from your team to understand how your body language affects your leadership presence and make necessary adjustments. By consciously refining your communication style, you can create an environment where team members feel valued, motivated, and inspired to achieve shared goals.
If you are looking for a more customized leadership development experience, leadership coaching may be the better option to get you to your professional development goals faster. Book a complimentary “Discovery Call” to discuss your goals and see if working with a leadership coach might be the way to go.