The 5 Focus Areas of Effective Communication
Playwright George Bernard Shaw once wisely said, “The single biggest problem in communication is the illusion that it has taken place.”
And how often do we find that true in relationships both at work and home? Communication is a funny thing because so often one person believes they’ve made their point, but the recipient of the messaging hears something else entirely. And that is why effective communication is a skill to develop and a key component of self-leadership.
According to workplace research, the productivity of teams with effective communication increased by 25% while 28% of employees considered poor communication to be their reason for missing deadlines. So not only does miscommunication impact team productivity, but it also impacts the performance of individual contributors. And for a leader to engage their team in productive, meaningful and collaborative work, they must first communicate in a way that is clearly given and clearly received. In this article, we’ll unpack the five focus areas of effective communication for a leader.
5 Focus Areas of Effective Communication for a Leader
Communication Styles. Before you can understand how someone else best receives messaging, you must first know how you best receive it. One way to understand your own communication style is through the Style Insights® TTI SI's DISC assessment. We use it at Building Champions with our staff, coaches and clients and it gives us a language to better understand one another. There is no “best” communication style; there are many variations of direct and indirect styles—and once you understand your own language then you can recognize the language of another, equipping you to adapt your style as needed.
Powerful Feedback. Most misunderstandings are the result of miscommunication. So before you assume you heard someone correctly, ask clarifying questions to be sure you did. First, identify the issue or situation, then seek more information and finally make a plan for action together. By clarifying you correctly received the communication given, you’ll be able to respond and react with knowledge of the full picture, limiting the chances of miscommunication. And when you ask thoughtful questions, active listening will naturally follow—enabling you to provide guidance and powerful feedback accordingly. If you can learn how someone else best receives feedback and adjust your communication style to theirs, you’ll be able to coach them in a way they hear so that they can develop and grow into their best selves.
Storytelling. Stories are powerful, they can stir our emotions, change our thinking and move us toward action. If used appropriately, they can activate empathy; but if used inappropriately, they can manipulate. A leader who understands how to tell a good story—with persuasion not manipulation—can positively influence those they lead and create an environment of authenticity. If the stories you tell are personal, they show vulnerability and foster transparency. And people need to see authenticity and vulnerability from their leader if they are going to feel psychologically safe enough to offer the same. When a leader understands the art of storytelling as a method of communication, their ability to connect and influence those they lead will be greatly increased.
Crucial Conversations. These are so important to get right. It may feel easier to avoid something, especially if avoidance is your style, but as a leader, it’s your responsibility to engage in conversations that matter and sometimes those conversations are really hard. But if you get your mindset in a healthy space, focus on facts, show empathy and invite other people’s perceptions of the issue, then you’re leading the dialogue effectively and compassionately. Avoidance is not leadership; but effective communication within conflict most definitely is. If you’d like to explore more on this topic, there’s a great book with this very title—Crucial Conversations by Grenny, Patterson, McMillan, Switzler and Gregory—that provides excellent skills to include in difficult conversations in the workplace.
Conflict Resolution. Communication is key to conflict resolution. But before it can be resolved, the root of the conflict must be understood. Ask yourself, am I experiencing a power struggle? Do I think someone is trying to take away my power or control me? If you can first understand your own mindset and emotional response in the conflict, you can avoid reacting in a way that escalates it. After you understand your own perspective and experience, then seek to understand the other person’s perspective and experience of the situation. Together, if you avoid blaming language where someone is wrong and someone is right, and instead, seek to uncover the truth while respecting one another’s perception of the issue, then you’ll find healthy resolution. Remember, personal preferences should not be brought into conflict resolution—opinions won’t assist in remedy.
If you can strengthen the five focus areas of effective communication, you’ll be able to better lead the exchange of information within your team so that all parties receive direction with clarity. Not only will this increase productivity, but it will give your teammates more purpose in their roles—and as a leader, it’s your privilege to lead communication effectively and help your people see how their work contributes to the organization’s overall mission. If you’d like to learn more about effective communication, check out our coaching journeys. We’ve walked with thousands of leaders just like you and helped them strengthen and develop this key component of self-leadership.
