Top 8 Communication Mistakes Leaders Make and How to Fix Them

Good communication is essential for effective leadership, but many leaders struggle with it. Poor communication can cost organisations £10,000 per employee annually and waste 7.5 hours per week. Worse, it can damage trust and harm reputations, as seen in the Wells Fargo scandal and BP's Deepwater Horizon disaster.

Here are the 8 most common mistakes leaders make and how to fix them:

• Overloading with Information: Avoid overwhelming your team by keeping messages concise and focused.
• Not Listening Effectively: Practise active listening - focus on understanding, not just replying.
• Being Vague: Use clear, specific language to avoid confusion.
• Sending Mixed Signals: Align your words and actions to build trust.
• Choosing the Wrong Medium: Match your communication method to the situation.
• Avoiding Tough Conversations: Address problems early with empathy and solutions.
• Assigning Blame: Use 'I' statements instead of 'you' to avoid defensiveness.
• Making It About Yourself: Highlight team contributions over personal achievements.

To improve communication, focus on clarity, listening, and consistency. Use tools like the SBAR framework for structured communication, and schedule regular feedback sessions to refine your approach.

Key takeaway: Better communication builds trust, saves time, and aligns your team with organisational goals.

8 Common Leadership Communication Mistakes

1. Overloading with Information

Providing too much detail can overwhelm your team, making it hard for them to focus on the main message.

2. Not Listening Effectively

Leaders who dominate conversations or fail to actively listen damage trust and hinder teamwork. As Steven Covey famously said:

"Most people do not listen with the intent to understand; they listen with the intent to reply."

3. Being Vague

Unclear instructions leave teams guessing and waste valuable time trying to figure out what's expected.

4. Sending Mixed Signals

When verbal and written messages contradict each other, it creates confusion and undermines confidence.

5. Choosing the Wrong Medium

Using an inappropriate communication method - like sending an email for a sensitive issue - can lead to misunderstandings.

6. Avoiding Tough Conversations

Dodging uncomfortable topics allows small problems to grow into bigger challenges.

7. Assigning Blame

Using 'you' statements can make people defensive. Instead, focus on 'I' statements to encourage collaboration.

8. Making It About Yourself

Messages centred on the leader rather than the team can alienate people and obscure shared goals.

Recognising these common mistakes is the first step towards improving communication and leadership effectiveness.

Managers' Guide: 7 Communication Mistakes Disrupting Your ...

How to Fix These Mistakes

To address these eight common mistakes, focus on three key strategies: clarity, listening, and consistency.

Make Messages Clear and Brief

Be precise and avoid unnecessary jargon. Keep your communication straightforward and easy to understand.

• Start with your main message, then provide only the necessary details.
• Use specific language and relatable examples. For instance, instead of saying something vague, try: 'Let's reduce the approval steps from five to three.'

(This tackles mistakes 1 and 3.)

Improve Listening Skills

Active listening is about giving your full attention to the person speaking. The goal is to understand, not just to respond. This approach builds trust and encourages meaningful conversations.

• Maintain eye contact and minimise distractions.
• Let the speaker finish before you respond. Acknowledge their points before offering your input.
• Use gestures like nodding, facial expressions, and ask clarifying questions to show you understand.
• Avoid interrupting or finishing sentences. Allow pauses for thought when needed.

(This addresses mistake 2.)

Keep Messages Consistent

Consistency strengthens trust and ensures your message is understood.

• Align your actions with your words. Demonstrate your values through what you do, not just what you say.
• Invite feedback to refine how you communicate, but keep your core message intact.

(This addresses mistakes 4 and 7.)

For a quick overview, refer to the Quick Reference table to match each mistake with its solution.

Quick Reference: Mistakes and Solutions

Work these solutions into your leadership habits to improve team communication and collaboration.

Making Better Communication a Habit

Once you've identified common communication mistakes and their solutions, the next step is turning those solutions into daily habits. Focus on being clear, listening attentively, and staying consistent in your approach.

Start with Self-Assessment
Keep track of how your messages are received by scheduling one-to-one meetings and conducting anonymous surveys. These tools can help you understand your communication patterns and highlight areas for improvement. Leadership expert Dipti Rawal puts it well: "By actively seeking feedback and dedicating time to enhance your communication skills, you can become a more effective and adaptable leader". Use engagement metrics to monitor your progress and refine your approach over time.

Use the SBAR Framework
The SBAR model (Situation, Background, Assessment, Recommendation) is a practical way to organise your communication. It works well for team meetings, emails, presentations, and even difficult conversations. This structure ensures your messages are clear and easy to follow.

Set Daily Communication Checkpoints
Dedicate specific times each day to focus on improving communication. Here are some ideas:

• Morning Message Review: Plan your key messages and decide on the best communication channels.
• Active Listening Sessions: Schedule uninterrupted time to talk with team members, prioritising listening over speaking.
• Feedback Integration: Hold weekly check-ins to address team input and make adjustments where needed.

Be Genuine
People are more likely to respect and trust leaders who are genuine. Avoid presenting a polished persona and focus on being yourself.

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