Your Communication Style Might Be Costing You Influence - Here’s How to Know
Your communication style could be undermining your influence as a leader. Learn to identify issues and enhance your effectiveness.
Your communication style can make or break your influence as a leader. Poor communication habits - like being too passive, aggressive, or unclear - can create confusion, harm trust, and reduce team engagement. Here’s how to recognise and fix these issues:
- Warning Signs: Are people asking you to repeat yourself? Is your team disengaged during meetings? These are red flags indicating communication problems.
- Common Mistakes: Avoid being vague, dismissive, or overly complex. These habits can damage morale and block collaboration.
- Solutions: Focus on clarity, adapt your style to your audience, and use real examples to make your message stick. Regular feedback and self-assessment can help you track progress.
Warning Signs of Ineffective Communication
People Often Ask You to Repeat or Explain
If you frequently need to repeat yourself or clarify your points, it could mean your communication isn't landing effectively. This not only wastes time but also shows your message isn't connecting with your audience.
Mary Sharp Emerson, Digital Content Producer at Harvard DCE, puts it like this:
"Knowing your personal communication style - and adapting that style to the needs of your team - will help avoid misunderstandings and keep your team operating at peak effectiveness."
Track how often you're asked to clarify things. If it happens often, it might be time to rethink your communication style. This is often the first sign of deeper communication issues.
Low Team Response in Meetings
When your team is unusually quiet during meetings, it can point to communication problems. A lack of engagement stifles collaboration and can slow progress.
Dr Gleb Tsipursky, CEO of Disaster Avoidance Experts, stresses this:
"Communication is not just a soft skill; it's the linchpin of effective management."
Such silence could indicate that your message isn't clear or that team members feel uncomfortable speaking up. Either way, it’s a red flag worth addressing.
What Your Team's Feedback Really Means
Feedback from your team can reveal a lot about how well you're communicating. For example:
- Message Complexity: If team members say your instructions are too detailed, your message might be overly complicated.
- Accessibility: Comments like "you're hard to reach" or "you're always busy" can suggest you're not approachable enough.
This is especially important in remote or hybrid work environments, where clear communication is key. Regular check-ins and tools like anonymous feedback forms can help you understand how your communication affects team engagement and understanding.
Is Your Communication Style Holding Back Your Career?
Steps to Improve Your Communication
Once you’ve spotted the warning signs, it’s time to take action. Follow these steps to transform how you communicate.
Make Your Message Clear and Direct
Clear communication gets straight to the point. As Deb Calvert explains:
"Ensuring clarity in communication is the responsibility of each individual, particularly since our performance is so frequently appraised based on our ability to effectively communicate".
Here’s how to make your message crystal clear:
- Structure Your Message: Use numbered points to guide your audience. For instance, say, "I have three suggestions."
- Ditch the Jargon: Swap technical terms for plain language. Instead of "We need to leverage our core competencies", try "We should focus on what we do best."
- Be Concise: Stick to the highlights and avoid overwhelming with unnecessary details.
Connect Through Real Examples
Stories make your message stick. The Center for Creative Leadership notes:
"When you tell a good story, you help clarify a vision, goal, or objective. Telling good stories creates trust, captures hearts and minds, and serves as a memorable reminder of the message".
To make your examples impactful:
- Relate them directly to the situation.
- Add specific details to make them stand out.
- Focus on clear outcomes or lessons learned.
Think of storytelling as a way to personalise your message and make it resonate with different audiences.
Match Your Message to Your Audience
Adjusting your communication style doesn’t mean losing authenticity. Jared Kelnhofer explains:
"It's easy to think you're being insincere or manipulative by adjusting your tone/style based on who you're talking to. That's not the case... It's all about knowing who you're talking to and how they like to communicate. Don't be a chameleon though - let yourself shine through while making an effort to meet people in the middle".
Here’s how to tailor your approach based on your audience:
| Audience Type | Communication Style | Key Considerations |
|---|---|---|
| Executives | Brief, strategic focus | Start with outcomes and business impact. |
| Technical Teams | Detailed, specific | Provide relevant technical context. |
| Cross-functional Groups | Balanced, inclusive | Use clear language and explain specialist terms. |
Hamed Maged, Planning Manager, advises:
"To adapt communication style and tone to different audiences and situations, understand the needs, preferences, and technical knowledge of your audience. Use a formal, concise approach for executives and a more informal, detailed style for team members".
Customising your communication style not only sharpens your message but also strengthens your influence.
How to Measure and Track Your Progress
Quick Communication Review Guide
Evaluate how well your communication is working by focusing on these key areas:
| Assessment Area | What to Monitor | Success Indicators |
|---|---|---|
| Message Clarity | Audience understanding | Fewer clarifying questions, better first-time comprehension |
| Engagement Level | Team involvement | More active participation in meetings, increased feedback |
| Response Rate | Task follow-through | Quicker task completion, less need for follow-ups |
| Impact Tracking | Behavioural improvements | Noticeable changes in teamwork and collaboration |
Somkene Mbakwe, P.Eng., M.Eng., SMIEEE, Senior Reliability Engineer, highlights the importance of tracking progress:
"Having a monitoring and measurement plan for your communication improvements is as crucial as improving your communication strategy in itself."
Getting Honest Feedback from Your Team
Marc MacDonald, award-winning author and strategic communicator, stresses the value of candid feedback:
"It's not always an easy or comfortable conversation for those reporting to you, but have them review your performance and identify gaps. You may think you're doing a bang-up job, but in reality, it's not the case."
Here are two ways to gather actionable feedback:
-
Anonymous Surveys
Run monthly pulse surveys to gauge communication effectiveness. Include questions about:- Message clarity and relevance
- Preferred communication styles
- Suggestions for improvement
-
One-to-One Sessions
Arrange regular feedback discussions. Nimesh Pandey, Sales & CX | LinkedIn Top Customer Communication Voice, shares:"Feedback is invaluable in assessing communication effectiveness. I regularly hold one-on-one sessions and implement anonymous surveys to understand how my messages resonate."
These approaches can help uncover blind spots and refine your communication style.
Practice Sessions That Work
Put your strategies to the test with targeted practice. Dipti Rawal, LinkedIn Top Voice | Global Corporate Communications Leader, explains:
"Most leaders go through their careers without considering their communication style, let alone refining it for different audiences or situations. However, seeking expert support can be incredibly beneficial in this process."
Here’s how to create effective practice opportunities:
- Record meetings or conduct mock presentations to test and improve your delivery.
- Review recordings to assess clarity and tone.
- Monitor engagement metrics across different communication platforms.
These methods can help you fine-tune your skills and make meaningful progress.
Conclusion: Making Changes That Last
We've covered the journey from identifying communication barriers to implementing practical solutions. Now, it's time to focus on turning these insights into lasting habits.
Key Areas to Focus On
Effective communication rests on mastering three core areas:
| Area | Impact | Suggested Action |
|---|---|---|
| Self-awareness | Helps uncover blind spots | Regular self-assessment |
| Flexibility | Ensures your message connects | Adjust to your audience |
| Consistency | Builds trust and reliability | Stick to clear patterns |
By refining your communication style, you can reduce misunderstandings and improve team collaboration.
Turning Insights into Actions
Here are three actionable steps to help you apply what you've learned:
- Monthly Communication Reviews: Record key meetings to evaluate your delivery, clarity, and engagement. Use this to refine your approach.
- Boost Emotional Awareness: Develop self-awareness and social awareness to better align your tone and content with your team's needs, enhancing your influence.
- Create Feedback Loops: Establish regular channels for honest feedback, like anonymous surveys or one-to-one sessions, to identify areas for improvement.
Apolline Meunier, Internal Communications Lead, highlights the importance of this approach:
"Effective leadership communication hinges on understanding the audience, enabling leaders to adapt their messages, tone, and content for various stakeholders."
Kristen Hamling, Ph.D., Professional Psychologist, also notes:
"Communicating doesn't have to be a competition or a conflict. Honesty is important, but so is communicating in a way that your message gets heard."
FAQs
How can I recognise my communication style and understand its effect on my leadership influence?
To recognise your communication style and its influence on your leadership, start by reflecting on how you typically convey ideas, give feedback, and interact with others. Common styles include direct, functional, collaborative, and influencer. Identifying your dominant style helps you play to its strengths while addressing potential weaknesses.
Consider how your communication resonates with your team. Does it inspire trust and clarity, or could it lead to misunderstandings? Adapting your approach to suit different situations can enhance your influence, foster a positive workplace culture, and motivate your team effectively. Simple adjustments, like active listening or tailoring your tone to your audience, can make a significant difference.
How can I adapt my communication style to connect with different audiences while staying authentic?
To effectively adapt your communication style, start by understanding your audience - their needs, expectations, and level of knowledge. Tailor your tone, language, and level of detail to suit their preferences, ensuring your message remains clear and relatable. Avoid unnecessary jargon unless it’s appropriate for the context.
Choose the most suitable communication method, whether it’s a face-to-face meeting, email, or presentation, and ensure your delivery aligns with the situation. Stay authentic by remaining true to your values and personality, but be flexible in how you express them. Finally, seek feedback to refine your approach and ensure your message resonates with your audience.
How can I track the success of my communication improvements and make sure the changes last?
To measure the success of your communication improvements and ensure lasting impact, start by setting clear objectives. Define what you want to achieve, whether it’s improving clarity, engagement, or authority in your messaging. Regularly assess your progress by comparing your outcomes to these goals, and gather feedback from colleagues or stakeholders to identify strengths and areas for improvement.
Focus on key indicators such as audience engagement, feedback, and the effectiveness of your message delivery. For example, track how well your ideas are understood and acted upon, or note any positive changes in team collaboration and morale. Adjust your approach based on the insights you gather, and consistently refine your communication style to ensure it aligns with your leadership goals.