Leadership, Great Tips for Communication

Communication is an essential aspect of leadership. Great leaders make and keep up an open line of correspondence. This is frequently a two-route line of correspondence that urges colleagues to gracefully include. It is not a high-lower progression of requests from the leader. Successful leaders inspire the team members by setting goals that are achievable, yet at the same time challenge the team to perform to the best of their abilities. At times, leaders step out of their comfort zone and encourage others to do the same. They empower the staff to offer suggestions and encourage them to make decisions when appropriate. Leaders, by definition, must have followers. It is common sense that interaction with other people is the fundamental element of leadership. Whether it is a small team working on a project, or the division of a large company, whenever a group of people get together to work toward a common goal, someone will assume a leadership role for the group. Often leadership is formalized, as in the organizational structure of a company. In that case, the leaders are officially designated. At other times, a group will form without an established leader, and someone will emerge as the group works together.

The key in the communication among the group members and the leader is an operative communication. Good leadership are good communicators. Nevertheless, what great leaders communicate, as well as how they interact, is often misinterpreted. An individual who is continuously just giving instructions is not automatically a great communicator. Good leaders create and maintain an open line of communication. This is a two-way style of communication that encourages team members to offer input. It is not a strict top-down flow of orders from the leader. The problem that leaders are faced with is to warrant that every member in the team knows what the objectives of the group are, as well as has having a clear understanding of what his or her individual responsibilities are. Simultaneously, it is officeholder on the pioneer to encourage participation. At the point when you take a gander at a groups that are neglecting to achieve their objectives, you frequently find that trouble is at the foundation of the group's dis-work. 

Don't only be a great speaker, be a great communicator. There are few things more important than communication. As a leader, you must make sure you are consistently focused on your communication skill sets as it can be challenging for most leaders. The information you send and receive are not only crucial during a typical day but even more critical during challenging days. The fact that effective communication is a crucial ingredient for success is rather apparent to most people. However, poor communication is one of the most common issues that exist within an organization. Some barriers that contribute to this is perceptual and attributional biases, interpersonal relationships, top management's role, gender differences, physical distance, and organization structure can create cause communication breakdown.
Don't only be a great speaker, be a great communicator. There are few things more important than communication. As a leader, you must make sure you are consistently focused on your communication skill sets as it can be challenging for most leaders. The information you send and receive are not only crucial during a typical day but even more critical during challenging days. The fact that effective communication is a crucial ingredient for success is rather apparent to most people. However, poor communication is one of the most common issues that exist within an organization. Some barriers that contribute to this is perceptual and attributional biases, interpersonal relationships, top management's role, gender differences, physical distance, and organization structure can create cause communication breakdown.


We live in a world where communication has improved dramatically within the past few decades, thanks to the advancement of technology. It is not hard to get overwhelmed with all the ways anyone can reach you to you at any given time. It is essential to keep in mind that mismanaging the way people communicate with you, and vice-versa can be a drain on your efficiencies. There a quite few things you can do to keep from getting stressed out and remain an effective leader and be the "great communicator." In business, bad communication costs cash as well as wastes time. One research found that 14% of every week's worth of work is squandered on bad communication. Interestingly, powerful communication is a benefit for associations and people the same. Compelling relational abilities, for instance, are an advantage for work searchers.

Encourage Dialogue Instead of Discussion 

We often use the words discussion and dialogue interchangeably to describe a verbal interaction between two people. There is an important difference, however. A discussion has argumentative connotation. Participants in a discussion are most interested in advocating for their point of view and challenging other points of view. Much like in a discussion, individuals associated with a conversation are principally keen on persuading the other party to come to concur with them. In an exchange, the members are looking for a mutual association. When possible, the team members should be offered the opportunity to provide input into the team's goals. When they have a chance to provide comments and suggestions, team members are more likely to understand the actions that the team is taking and be aligned with the group's vision. 

Communicate The Vision And Objectives Appropriately 

As the leader, it is your responsibility to determine the final form of the team's objectives, or to communicate directives that came down from higher management. When you do that, make sure that you circle back with the individual team members who offered input. Show them that you appreciate their input. Explain why you disregarded their suggestions, if that was the case. Your team will never function to its best ability if the team members do not buy in to the team's objectives. If there is no opportunity for the team members to provide input, such as when the orders are handed down from upper management, then the leader must be able to explain and, if necessary, defend the decision to the team members. As the team leader, you must present the goals and action plans to the group and ensure they are clear about what is required of them. Even in this situation, leaders can use dialogue to understand how team members are responding to the orders they have been given and allow their thoughts to be heard.

Provide Regular Feedback 

Regularly remind team members about the group's purpose and objectives. When possible, charting the progress toward the team's goals will serve to reinforce the final destination while, at the same time keep team members appraised of the team's progress. A visual representation, such as a scoreboard can make a significant impact. For ongoing teams, such as a work unit, the objectives might be less easy to represent visually, but it is still important to quantify them as much as possible. Feedback to the group as a whole can be used to motivate, encourage, and also to determine a course correction, if one is needed. In addition, private individual feedback sessions with each of the team members reinforces the dialogue. 

For me, regular check-in conversations with each team member was an invaluable part of the communication process. These were outside of the normal performance review process. At times there would be a particular topic to our dialogue while, at other times, it would begin with a general "how are things going?" question that would open the conversation. Rather than summoning the other person to your office, you regularly go to his or her work space (if you are talking about sensitive matters, you should make sure there is a private space for the conversation).

Be An Active Listener 

Listening is an important aspect of communication. Effective leaders pay attention to the person speaking. Paying attention means that you make eye contact and avoid possible distractions. The other person must recognize that you are genuinely interested in what she or he has to say. Good leaders practice the art of active listening. Active listening requires the listener to focus on the conversation and respond appropriately to what the other person is saying. You have probably been in conversations where it is clear to you that the other person is not really listening to what you are saying. Active listening avoids this situation. Active listeners display non-verbal and verbal cues that reinforce to the speaker that they are focusing on what the speaker says. 

Non-verbal signs include maintaining eye contact, displaying an attentive posture (such as slightly leaning forward), and responding with appropriate facial expressions (i.e. smiling during a light moment or showing sympathy when the situation calls for it). Active listeners refrain from distractions such as looking at the clock, fidgeting, or doodling. These distracting non-verbal cues indicate indifference and a lack of respect. The verbal aspects of active listening include participation in the conversation. Asking relevant questions that demonstrate to the speaker that you are listening. Questions can serve to clarify what the speaker said and help ensure that you are understanding what the speaker is expressing. Paraphrasing or repeating what the speaker has just said demonstrates your attentiveness, and it moves the conversation into the realm of dialogue. Finally, summarizing what you have just heard so the speaker can correct any inaccuracies will ensure a productive communication.

Use Precise Communication 

Speak clearly and confidently. Get to the point. Provide background information if necessary but carefully consider how much is necessary. A well-thought-out, concise message will communicate your message mush more effectively than a long, rambling speech. Avoid jargon and acronyms unless you are sure the listeners understand the terms. Check to make sure message is understood. Ask the listener to paraphrase or summarize what you said. This will let you know if the message was received as you had intended. 

Types of Communication

Communication can be categorized into three basic types, including (1) verbal communication, in which you listen to a person to understand the meaning; (2) written communication, in which you read meaning; (3) the nonverbal communication, where you look at an individual and conclude a meaning. Each of these types has its advantages and disadvantages. 

Email 

Thomas Jefferson summarized the guidelines of well writing in this idea: Try not to utilize two words when one will do." Put another way; a large portion of the words can have double the effect. One of the oldest myths in business is that writing more will make you sound more important, but the opposite is true. Leaders who communicate simple and clear projects are stronger than those that write so much but say zero. 

Stay Current

If staying on top of your email is an issue for you, it is best to put some time on your calendar if needed for administrative work. Emails must be read every workday, and it is easy to fall behind or even get in the habit of not checking daily. Like it or not, email is just a part of the job, and it is essential to stay on top of it. 

Set an Out of Office 

Make sure you have an "Out of Office Message" when you are not in the office. Make sure that the out of office message include the day(s) you are out and also when you are expected to return. Offer an alternative or backup they can contact if possible. 

Read Twice, Send Once 

Before sending out an email, it is crucial that you review it at least twice. This will not only help you make sure you are sending out the right message, but it will also prevent you from looking foolish. 

When Sending Out Mass Emails 

When sending out an email to large groups of people, it is best to include all employees in the BCC field. By using the BCC field, it will prevent employees from sending replies to everyone on the email. This will reduce the amount of email clutter, and everyone on the email will appreciate this. Be detailed when sending out mass emails ensuring that all the important dates, contacts, places, and pertinent information will reduce the number of further questions or concerns people may have. 

Desk Phone 

Set up your voicemail 

This may seem like an obvious one, but I have encountered this one countless time. You can come across as unorganized or as if you don't care if you do not have your voicemail setup.

Professional Voicemail Greeting 

Make sure that your voicemail greeting is professional. It is vital to make sure your voicemail message uses the appropriate tone, word usage, and that the voicemail message is not too long. 

Call Back 

Return all calls within a timely fashion; when you receive a voicemail, don't procrastinate. If you received a lot of calls prioritize who gets called back first. 

Again, Set an Out of Office 

Make sure you have an "Out of Office message" on both your desk phone and or cell phone. It is not the responsibility of the caller to know your schedule. Make sure that the out of office message include the day(s) you are out and also when you are expected to return. Offer an alternate contact or backup contact that they can call if possible. 

Cell Phone 

Text Messages 

Text messages are becoming increasingly more popular as a form of communication for job requests. If possible, I would avoid using this as a primary mode of communication. There are times that we need to tune out the phone calls and texts. While it may be hard to disconnect, sometimes there are times that it is necessary. The other concern is a text could be personal or business, and staying focused on work can be difficult if you are receiving a lot of personal text messages.

Set an Out of Office! 

I know I sound like a broken record, however, if people are reaching out to you on your cell phone for business, make sure you are also putting an out of office message on your phone when you are on vacation, sick, or holiday. 

Instant Messaging 

Use Sparingly 

More and more companies are using instant messaging as a form of communicating. While this is a great way to get answers to quick questions, keep in mind that it can rob someone's focus. It essential that you are using this sparingly. 

Communicate Back 

If you do not have time to speak with someone at that time, let them know and get back with them when you have more time. Turn this off or set it to "do not disturb" when you need to concentrate. Someone could potentially reach out to you at any time and break that concentration. 

Group Messaging 

Use Only for Urgent Messages 

Sometimes emailing urgent messages can be too slow and can be missed by some. Using group messaging can be a great tool to use when communicating urgent messages that need to be sent out. You can create a group for your team as well as for leadership communications. This will help organize mass communications, which can be catered to your audience. It is also essential to make sure that you are setting the rules. This type of communication should be used for urgent issues, only not to talk about trivial topics or topics that can wait to be discussed face to face.

Don't Have One on One Conversations 

Group messages are meant to disseminate information and work collaboratively with your teams any message that requires multiple groups or individuals; it is excellent to use this space. This space, however, should not be used for one on one conversations with your peers. Team messaging can be extremely disruptive, especially when individuals are in meetings. If you want to have a conversation with someone directly, pick up the phone or message them individually. Your group will thank you. One on One Employee Sessions 

Perform Monthly 1:1's 

Performing one on ones are a great way to get to a better connection with your employees. Make sure you are completing your one on ones with all of your employees each month. If you have more than 25 employees, perform these quarterly. Otherwise, you find that this is taking up a lot of your time that could probably be focused elsewhere. 

Give Them Time

While it is essential to cover the requested questions set forth by your leadership, it is necessary to allow the employee time to speak about whatever is on their mind. As a leader, it is good practice to hold your thoughts and will enable the employee to do most of the talking. 

Public Speaking 

Public speaking is difficult for most people. There are an estimated 87% of all Americans have gloss phobia, which is a fear of public speaking. So, you are not alone, and most audience speakers understand this and understand the difficulties of public speaking. 

Be prepared! 

How do you get to Carnegie Hall? Practice, Practice, Practice. If you have a presentation that you need to present, give yourself some time with it, bring it home and practice it behind closed doors. By having dry runs of your presentation, this will allow you to be more comfortable with the content. 

Know your Audience 

Remember who you are speaking to and tailor the message for them. Try to leave the jargon out of the presentation unless the audience is knowledgeable on the material. If you look out to the crowd and see their eyes glazed over, it is time to re-evaluate your approach. 

Be Yourself 

Don't try to be anyone else but yourself when speaking in front of an audience. You may not come across as genuine and lose some of the audience. 

Tell A Story 

Being able to connect to your audience is crucial. Adding a personal touch to your presentation can affect the material you are presenting as it draws your audience into your presentation. 

Keep Your Energy Level High 

There is nothing worse than a speaker that has low energy. They can suck the energy right out of the room, and instead of engaging their audience, they find themselves disconnecting from them. 

Paperwork 

While physical paperwork becomes less common due to the advancement of technology and communications, there is still plenty of it in the work environment.

Don't Keep Everything 

Avoid the clutter, if a paper communication doesn't require a response from you, skim it, and then toss or file it. If a paper communication requests a response from you, respond immediately, then throw it away, file it, or shred it. 

Stay Organized 

Stay organized with the paperwork and keep it in specific folders if you need to retain a physical copy. If you're too busy to respond right away, put the document in a "Later" file. Be sure to rank the items by priority. 

Scan What You Can 

If you don't need to keep a physical copy of the paperwork then scan it on a copier and keep in organized on your computer. 

Shred What You Don't Need 

Shred any work documents that you don't need; this will ensure the communication will remain confidential and help out the environment. 

Stay up to Date 

Go through your documents every so often, say once a quarter to see if the information is still relevant. If you are not sure if you still need it, scan it!