Ever had a boss who explained things in a way that felt like reading a legal contract? Long, complicated sentences, technical jargon, and by the end of it, you’re still wondering: Wait… what am I supposed to do again?
As a leader, your job isn’t to sound impressive—it’s to be clear. If your team doesn’t fully understand what you expect from them, how can they deliver?
Your team needs to know exactly what’s expected of them. Clear communication removes confusion, aligns everyone toward the same goal, and makes things run smoother. And guess what? Simple words do that better than fancy ones.
The Power of Simple Words
A Forbes research indicates that leaders who communicate with clarity inspire confidence, enhance team performance, and achieve organizational goals.
By avoiding jargon and technical language, and instead using simple and straightforward terms, leaders can convey their messages more effectively.
The key? Adapt your language to your audience. Talking to a CEO, investor, or external stakeholder? Some level of polished language makes sense. But with your team—the people who need to take action based on your words—simplicity is key.
The Gaps in Communication
Let’s say you tell your team: “We need to streamline our operational efficiencies to maximize output and mitigate risk.”
Sounds good, right? But here’s the thing: you don’t need to prove you’re the smartest person in the room. That’s not why they follow you. They follow you because they need clarity on what’s expected of them and how they can contribute.
Some might get it, others will nod but won’t be totally sure, a few won’t ask for clarification because they don’t want to seem lost, and at least one person will think: What does that even mean?
Now imagine you say: “We need to make things run smoother so we can get better results and avoid mistakes.” Simple, right? Everyone’s on the same page, and no one is left guessing.
How to Make Sure You’re Understood
Drop the Fancy Words
No one needs to “utilize solutions to optimize performance.” Just say, “Let’s find a way to make this work better.” The simpler your message, the faster it turns into action. That means fewer mistakes, less wasted time, and a team that actually moves forward.
Be Direct
Indirect language is one of the biggest killers of productivity. Vague requests like “It would be great if we could aim to improve this process” don’t tell people exactly what’s needed. Is this a suggestion? A priority? Is it urgent or just something to think about?
When people aren’t sure what you mean, they hesitate. They spend time second-guessing. They might even ignore the task altogether because they’re unsure if it’s important.
Being direct doesn’t mean being rude, it means removing doubt.
Instead of “It would be beneficial if we could finalize the report soon,” say “Please finish the report by Friday.” Instead of “Assess potential avenues for process enhancement,” say “Try reducing processing time by 10% this month.”
Check If They Actually Understand
Just because no one speaks up doesn’t mean they understand. In fact, a study by Harvard Business School found that employees often avoid asking questions due to fear of looking incompetent. The problem? A lack of clarity leads to mistakes, inefficiencies, and frustration.
Instead of asking, “Any questions?”—which often gets silence—try asking people to explain what they’ll do next. A better approach is: “Can you walk me through how you’re planning to tackle this?”
Why does this work? Because it shifts the focus. Instead of asking people if they have questions (which they might hesitate to admit), you’re inviting them to share their thought process. If they’ve misunderstood something, you’ll catch it before it causes issues.
Make It Safe to Ask Questions
If your team is afraid to speak up, you have a communication problem. People often hesitate to admit when they’re confused because they don’t want to look unprepared or slow. But when leaders create a space where questions are expected rather than discouraged, clarity improves across the board.
Instead of just saying, “Feel free to ask if anything is unclear,” actively make it normal to ask. Try:“If anyone’s unsure about anything, now’s the time to ask. No bad questions here.”
When people see that asking for clarification won’t be judged, they’re more likely to step forward. The result? Fewer mistakes, faster learning, and a team that isn’t afraid to engage.
Adjust to Who You’re Talking To
One of the most overlooked aspects of leadership communication is knowing who you’re talking to. Different people need different levels of detail. A senior engineer with 10 years of experience doesn’t need a step-by-step breakdown. A new intern does.
A 2012 study in the Journal of Applied Psychology found that effective leaders tailor their communication based on their audience’s knowledge and experience level. Those who adjust their language accordingly see higher engagement and fewer errors.
How do you apply this?
- For new hires: “Here’s how we do this process, step by step. Let me know if anything isn’t clear.”
- For experienced employees: “The client wants a quicker turnaround—let’s speed this up by 10%.”
By adapting your approach, you ensure clarity while avoiding micromanagement.
Bottom Line
When people understand exactly what’s expected, they do better work. They don’t waste time second-guessing, they feel more confident in their role, and they trust you more—because clear communication shows respect for their time and effort.
So, next time you’re about to explain something, ask yourself: Am I trying to sound smart, or am I trying to be understood?
The best leaders always choose the latter.
