Leaders spend a significant amount of time communicating with the people they lead. Some messages might be simple and easy while others are more complex and challenging. The message sent in these situations must match the message received by the person, and it’s the leader’s responsibility to ensure this happens. Leaders should take specific actions to ensure that the messages are communicated effectively to the people they serve.
- Determine the Mode: The mode of communication is absolutely critical when leading people. A text message is very different from a sit down, face-to-face meeting. When the communicator fails to utilize the appropriate medium for communication, the message is often received poorly. For example, if an employee makes a mistake, and the communicator sends a criticizing text, then the message may do significantly more harm than good. A phone call or a sit down meeting is more appropriate.
- Determine the Tone: The tone in delivering a message is absolutely critical to ensuring the message is received appropriately. The tone means the attitude toward the topic or the person in the situation. When sending written communication, leaders should make sure the attitude is appropriate for the situation and doesn’t leave someone feeling hurt or attacked. In face-to-face meetings, ensure the tone of voice, body language, and eye contact are appropriate as well.
- Ask for Understanding: In order to make sure the person received the message accurately, it’s critical to ask the person if they understand what you mean, clarify certain points, and summarize the main ideas of the message. The receiver of the message should also repeat back what the sender is saying: “So, what I hear you saying is _____?” The receiver of the information is also responsible for hearing the right message.
Great leaders spend significant time reflecting on how they communicate with the people they lead. Communication is one area that causes challenges for everyone on the team especially if it’s done ineffectively..
How do you ensure people receive the most accurate message when communicating?