How often do you communicate with your team and walk away, assuming you were clear?
I know you believe you’re clear. But how do you know?
Communication may be the most critical skill in team and organizational leadership—and it’s often the most challenging. Miscommunication can lead to misunderstandings, missed opportunities, and frustration for everyone involved.
In this post, we’ll explore:
- Why communication is so challenging.
- 10 key signs your communication might be falling short.
- Practical steps to grow as a clear and impactful communicator
I Said This, You Said That
We all know what we’re saying (or think we do). But that doesn’t mean others hear it the way we intend.
Communication breakdowns often stem from personality differences in speaking and listening styles. The message can change between your lips and their ears—and the results often speak for themselves.
If you’ve ever thought, “I was absolutely clear!” but your team’s actions don’t align, it’s time to evaluate your communication clarity.
For insights into how personality impacts communication, check out Kathleen Edelman’s resource: I Said This, You Heard That.
10 Signs Your Communication Isn’t Working
Your opinion of your communication clarity doesn’t matter—your team’s actions reveal the truth. Are you noticing any of these indicators?
1. Frequent Misunderstandings
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- Tasks are completed incorrectly or differently than expected.
- Team members ask for clarification or repeat instructions back to confirm understanding.
2. Lack of Alignment
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- Team members pursue different priorities, missing the overall vision or goals.
- Meetings or projects stall because everyone isn’t on the same page.
3. Low Engagement or Participation
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- Team members hesitate to ask questions or share ideas, possibly due to unclear instructions.
- Valuable feedback is missing because they’re unsure of what’s expected.
4. Over-Reliance on Reiteration
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- You constantly restate instructions because the message isn’t landing.
- Conversations often include phrases like, “That’s not what I meant,” or “Let me rephrase.”
5. Signs of Frustration
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- Team members appear confused or frustrated, causing delays or decreased morale.
- You feel frustrated, thinking the team “just doesn’t get it.”
6. Inconsistent Results
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- Outcomes vary significantly across team members, showing the message wasn’t understood consistently.
- Deadlines are missed, and deliverables don’t meet expectations.
7. Questions Reveal Gaps
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- Team questions highlight critical gaps in understanding, often surfacing late in the process.
- These gaps lead to delays or rework.
8. Avoidance of Accountability
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- Team members blame miscommunication for mistakes, repeating phrases like, “I didn’t know,” or “I thought you meant…”
9. Feedback Loops Are Missing
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- There’s no system for verifying whether the message was received and understood as intended.
- Team members aren’t given opportunities to repeat back or clarify the communication.
10. Over-Dependence on One Medium
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- You rely exclusively on one communication method (e.g., email, meetings, or Slack), which doesn’t work for everyone.
- Important messages get lost because they aren’t reinforced in multiple ways.
How to Grow as a Communicator
If any of these signs sound familiar, don’t default to frustration—take these steps to improve:
1. Evaluate the Indicators (Honestly)
Don’t assess yourself in isolation. Ask trusted team members for input to uncover blind spots.
2. Conduct a 360 Review
Solicit feedback from all levels of your organization. It’s insightful, humbling, and worth the effort. Need help? I’ve created tools for this—reach out if you’re interested.
3. Study the Core Components of Great Communication
Great communicators know how to structure their messages like a compelling story. A clear beginning, middle, and end help people process and retain information.
As part of my leadership coaching, I help leaders understand public communication content and presentation. You can read about what I offer here.
4. Learn Your Communication Style
Understanding your default style helps you leverage strengths and address weaknesses. Take a Communication Style Assessment. The more you know about your personal communication style, the better you’ll maximize communication opportunities.
5. Practice and Ask for Immediate Feedback
Rehearse key messages before delivering them and ask listeners for feedback on clarity and impact. If you’re an overachiever, watch a replay of yourself.
6. Use Multiple Mediums
Reinforce important messages through various channels (e.g., emails, meetings, and follow-ups). And always follow up with an email for clarity.
7. Learn How Your Team Processes Communication
Tailor your approach to fit individual and group styles. In one-on-ones, adjust to the person. In larger settings, modulate your tone and approach to engage diverse audiences.
Conclusion: The Challenge—and Opportunity—of Communication
Leadership is communication. If you’re not communicating clearly, you’re not leading effectively.
When misunderstandings arise, take ownership. The best leaders evaluate themselves honestly, seek feedback, and adapt.
The clarity and impact of your leadership depend on how well you communicate. Are you willing to ask the hard questions, refine your approach, and grow?
The best time to improve was yesterday. The next best time? Today.
Call to Action
If you’re ready to grow as a communicator, start by evaluating the 10 signs above. Which areas resonate with your experience? Then, take one practical step toward clarity this week.
Quotes for Inspiration
- “The single biggest problem in communication is the illusion that it has taken place.” – George Bernard Shaw
- “Good communication is the bridge between confusion and clarity.” – Nat Turner
Resources for Further Learning
- I Said This, You Heard That by Kathleen Edelman
- Crucial Conversations: Tools for Talking When Stakes Are High
- Article: So You’re About to Speak. Do You Have a Clear Purpose?
One More Thing…
If you found this helpful, please pass it along to other leaders (and encourage them to subscribe!).
If you’re ready to accelerate your leadership, I’d be honored to help. Visit gavinadams.com to explore my systemic approach to leadership development and schedule a 30-minute conversation.
If you’re a church leader, be sure to visit the Church Accelerator Community.
Leading With You,
Gavin
