We often believe we’ve been clear. We’ve said the words. We’ve shared the plan. We’ve repeated it in the meeting, even wrote it in the follow-up email.
Yet, the team seems confused. They’re hesitating. Or they’re heading in a different direction entirely.
And we wonder: “Didn’t I communicate that already?”
But here’s the truth: Communication doesn’t happen when we speak. It happens when the message is received and understood in the way we intended.
What we say, what they hear, what gets lost
As leaders, we carry context that the team doesn’t always have. We know the background, the constraints, the conversations that happened behind closed doors. We might be three steps ahead, already seeing the bigger picture.
But the team is receiving the information in real-time, filtered through their current workload, emotions, assumptions, and past experiences.
What feels obvious to us may still be vague for them.
What sounds neutral to us might sound concerning to them.
What seems like a clear go-ahead could be interpreted as “wait and see.”
The result? A gap.
A space between what we say and what they understand. And often, we don’t even notice it until misalignment shows up in decisions, actions, or feedback.
Should we just say everything, all the time?
Not quite.
Leadership communication isn’t about overloading people with raw, unfiltered information. Some things aren’t ready to be shared yet. Some details would only create noise. Part of our role is to filter but not to hide. It’s about being transparent, not messy. It’s about sharing what matters, even when not everything is finalized.
So, how do we close the gap?
4 techniques to make your communication clearer and more trustworthy
Give context, not just information
When we communicate a decision or an action, we often skip the reasoning behind it. But without the “why,” the team is left to guess.
Context creates alignment. It reduces resistance. It builds understanding.
Be transparent about what you can’t say (yet)
You don’t need to say everything. But you do need to be honest about what you can and can’t share.
Try this: “There are a few things still being finalized. I’ll keep you updated as soon as I can.”
It builds trust. Silence builds doubt.
Transparency doesn’t mean full exposure. It means people know where they stand.
Don’t ask “Is that clear?” ask “What do you understand from this?”
Most people will nod when you ask if something is clear. It doesn’t mean they understood.
Instead, try: “Can you recap what this means for the team?”
or
“How would you explain this to someone else?”
It’s not about testing people. It’s about making sure we’re all aligned before we move forward.
Say it again — on purpose
Repetition isn’t a failure in communication. It’s a strategy.
People need to hear important messages more than once in different formats, at different times.
Say it in the team meeting. Follow up in writing. Mention it again in a 1:1.
If it’s important, it’s worth repeating.
Final thought
Great leadership communication is rarely about saying more. It’s about saying the right things at the right time with the right level of clarity.
And when we build that habit of transparency, of checking in, of connecting the dots for others…We don’t just avoid misunderstandings. We create trust, alignment, and momentum.
That’s the real power of clarity.
