While financial acumen and operational efficiency are essential, the ability to communicate effectively sets the results of great managers apart from their peers. Effective communication enhances productivity and fosters stronger relationships within the workplace, leading to improved employee engagement, reduced conflicts, and, ultimately, better business outcomes.

What is Effective Communication?

Effective communication is the ability to share information clearly, concisely, and in a manner that is understood by all. It’s not just about speaking or writing well academically but about ensuring that your message lands, is interpreted correctly and brings the desired outcome.

Effective communication encompasses more than just verbal exchanges; it includes written communication, nonverbal cues, and listening skills. A manager with strong and diverse communication skills can navigate complex conversations, motivate employees, and foster an environment of openness and trust.

Mehrabian’s model, the 7-38-55 rule, is a great reminder that nonverbal cues like eye contact, facial expressions, and body language are critical, especially when conveying empathy, support, or trust.

  • Non-verbal communication (55%)
  • Tone of voice (38%)
  • Words (7%) alone have the smallest impact in situations involving emotional or interpersonal communication.

Why is Communication Important for Managers?

As a manager, communication is the bridge that connects you with your team, suppliers and customers. It is critical to success in many ways:

  1. Building Trust: Clear and open communication helps build trust between you and your team. When employees know they can rely on you, whether it’s sharing company updates, delivering feedback, or addressing concerns—they are more likely to be engaged and motivated.
  2. Improving Employee Engagement: Employees who feel heard and understood are more likely to be productive and loyal. By communicating effectively, you show that you value the input of your team, creating a positive work environment where employee engagement can flourish.
  3. Reducing Conflict: Misunderstandings often arise due to poor communication. Managers who are better equipped with communication skills can prevent conflicts by ensuring clarity and addressing issues before they escalate.
  4. Enhancing Productivity: Effective communication helps eliminate confusion, reduces errors, and ensures that everyone is aligned toward common goals.
  5. Strengthening Professional Relationships: Your success as a manager isn’t limited to your team. Effective communication helps you build solid relationships with clients, suppliers, and business partners, fostering a network that can support your business growth.

The Different Types of Communication

To communicate effectively, it’s essential to understand the types of communication that managers use daily. Each has its nuances and should be utilised based on the situation:

1. Verbal Communication

This is the most common form of communication and includes any spoken interaction. It’s crucial in face-to-face meetings, phone calls, and presentations. As a manager, your tone of voice, verbal cues, and choice of words matter greatly. Verbal communication can quickly convey urgency, enthusiasm, or concern, but it also requires active listening to be truly effective.

2. Nonverbal Communication

Body language, facial expressions, gestures, and maintaining eye contact are all forms of nonverbal communication. A manager’s posture and presence can send powerful messages to employees, even without speaking. For example, crossing your arms during a discussion may signal defensiveness, while consistent eye contact can show engagement and attentiveness.

3. Written Communication

Email, reports, memos, and even text messages fall under this category. Written communication is critical for documenting processes, sharing updates, and communicating with external stakeholders. Since written messages lack the nuance of nonverbal cues and tone, it’s essential to be precise, professional, and clear to avoid misinterpretations.

4. Visual Communication

Presentations, graphs, and charts fall into this category. Visual aids can simplify complex information and provide a quick overview of business performance. As a manager, using visual communication tools effectively can help you convey important data and strategy in a way that’s easy to understand.

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How to Improve Your Communication Skills as a Manager

Developing effective communication skills is an ongoing process. A great start is understanding your communication preferences with a profiling tool.  Our expert HR consultants are qualified to administer a range of tools that can help you understand how you communicate with others, as well as your strengths and potential blind spots.

Here are some communication strategies you can implement to improve how you interact with your team and other stakeholders:

1. Listen Actively

Great communication starts with listening. Active listening involves paying full attention to the speaker, avoiding interruptions, and providing feedback. This helps ensure that you fully understand the message and can respond appropriately.

2. Adapt Your Communication Style

Not everyone communicates in the same way. Some employees may prefer direct, to the point messages, while others may need more context and details. Being adaptable and tailoring your communication style to your audience whether it’s your employees, customers, or partners, can increase the effectiveness of your interactions.

3. Master Nonverbal Cues

Your body language speaks volumes. Pay attention to your nonverbal cues, such as posture, gestures, and eye contact. If you’re delivering tough feedback, for instance, leaning in slightly and maintaining a neutral expression can help communicate empathy and openness.

4. Be Clear and Concise

Time is often limited, so it’s essential to be clear and concise when communicating. Get to the point, avoid jargon, and ensure that your message is easy to understand. This reduces the chances of miscommunication and keeps everyone on the same page.

5. Utilise the Right Communication Methods

Different situations require different methods. For example, if you need to quickly inform your team of an urgent change, an instant message via Teams or Slack may be appropriate. For more sensitive matters, like performance reviews, a face-to-face meeting is usually the better option. Choosing the right channel ensures that your message is conveyed appropriately.

6. Practice Empathy and Emotional Intelligence

Managers with high emotional intelligence can read the emotions of their team members and respond appropriately. Understanding how your team feels allows you to communicate with empathy, particularly during challenging times. Acknowledging their emotions and offering support strengthens your relationships and builds trust.

The Impact of Poor Communication

While improving your communication skills can bring about positive change, the consequences of poor communication can be damaging. Misunderstandings, low employee morale, decreased productivity, and strained relationships with stakeholders are just a few of the potential problems. Managers who fail to communicate effectively may find it difficult to motivate their teams, leading to higher turnover rates and a negative company culture.

Common causes of poor communication include

  • Inconsistent messaging or lack of transparency
  • Failing to listen to employee concerns
  • Ignoring nonverbal communication and cues
  • Overloading employees with information or not providing enough clarity
  • Not adapting communication styles based on individual needs

Communication Strategies to Build Trust and Engagement

Trust is the foundation of any successful team. As a manager, building and maintaining trust requires open, honest, and frequent communication. Here are some strategies to foster trust and engagement:

  • Be Transparent: Share relevant information with your team, including business challenges and successes. Employees who feel “in the loop” are more likely to be engaged and committed.
  • Encourage Open Dialogue: Create a safe space where employees feel comfortable sharing their thoughts, concerns, and ideas. When employees know their voice matters, they are more likely to contribute to the company’s success.
  • Recognise and Celebrate Success: Acknowledge your team’s efforts and celebrate their achievements. Positive reinforcement, communicated in a genuine way, can boost morale and motivate employees to maintain their high performance.

MAD-HR are experts in leadership and management development. Mastering effective communication is crucial to becoming a successful manager. By focusing on building trust, engaging employees, and adapting your communication strategies, you can strengthen your leadership and ensure the success of your business.