Communicating Effectively with Your Team

Good communication isn’t just about getting your message across—it’s about building trust, setting expectations, and creating a workplace where people feel heard and valued. As leaders, we often assume that because we said something, our employees understood it. But communication is more than just talking; it’s listening, following up, and ensuring clarity.

Here are some practical ways to improve communication with your team:

Be Clear and Concise

Your employees shouldn’t have to guess what you mean. If you’re giving instructions, setting expectations, or delivering feedback, make sure your message is clear and direct. Avoid jargon, overly complicated explanations, or vague language. Instead of saying, "We need to improve efficiency on this project," try, "I’d like us to complete this task in three days instead of five. Let's discuss how we can make that happen."

Listen More Than You Speak

Leaders who listen well build stronger teams. Make a habit of asking open-ended questions like, "What challenges are you facing?" or "How do you think we can improve this process?" Then, truly listen—don’t just wait for your turn to speak. Show you’re engaged by nodding, paraphrasing their points, and following up on their concerns. When employees feel heard, they’re more likely to trust and respect you.

Meet People Where They Are

Not everyone prefers to communicate the same way. Some employees thrive in face-to-face meetings, while others express themselves better through email or chat. Take note of how your employees prefer to communicate and adapt accordingly. If you notice someone is quiet in team meetings but has great ideas in one-on-one conversations, make space for them to contribute in a way that feels comfortable.

Be Transparent, Even When It’s Tough

One of the biggest complaints employees have is feeling left in the dark. They don’t need to know every minor detail, but they do need to understand what’s going on in the company, especially when it affects them. If there’s a major change, don’t sugarcoat it or avoid the conversation—be upfront. If you don’t have all the answers yet, it’s okay to say, "I don’t know right now, but I’ll find out and get back to you."

Give Regular, Constructive Feedback

Feedback shouldn’t be reserved for performance reviews. When employees do something well, recognize it. When they need to improve, address it promptly and constructively. Instead of saying, "You’re not meeting expectations," try, "I’ve noticed you’re struggling with X. Let’s work together on a plan to improve that."

Encourage Open Dialogue

Create an environment where employees feel comfortable speaking up. This means actively encouraging their input and not shutting them down when they bring up concerns. If someone disagrees with you, don’t take it personally—see it as an opportunity for discussion. When employees know their voice matters, they’re more likely to be engaged and invested in their work.

Follow Up

A great conversation means nothing if there’s no action afterward. If an employee raises a concern, follows up with an idea, or asks for clarification, get back to them. This shows that you value their input and take their concerns seriously. A quick check-in can go a long way in building trust and accountability.

Final Thoughts

Effective communication isn’t about talking more—it’s about talking better. By being clear, listening actively, and fostering an open and honest work environment, you can build stronger relationships with your team, reduce misunderstandings, and create a workplace where people feel valued and empowered.

At the end of the day, employees want to know three things: Where are we going? What’s my role? And do you value me? If your communication consistently answers these questions, you’re on the right track.