“The art of communication is the language of leadership.” — James Humes
The Power of Transparency: Why Sharing Your Communication Preferences with Your Team Matters
When you think of team dynamics, communication probably sits at the top of the list of essential elements for success. As a leader, the clarity and effectiveness of your communication can be a game-changer. But what many leaders overlook is the importance of communicating how they prefer to communicate with their teams. Sharing your communication style and preferences with your direct reports isn’t just helpful—it’s vital. This proactive step can enhance your effectiveness, increase efficiency, and improve trust and engagement within your team.
Sets Expectations for Better Collaboration
Everyone has a unique way of communicating, shaped by personal habits, past experiences, and even preferred tools. By openly discussing your communication style, you help direct reports understand how best to approach you—whether it’s through email, a scheduled meeting, or an instant message. Setting clear expectations around response times, preferred platforms, and types of questions that should be escalated versus handled independently ensures that everyone can collaborate effectively without friction or miscommunication.
Example: If you prefer to address complex issues in person rather than over email, letting your team know that can prevent lengthy back-and-forth emails that waste time and often lead to misinterpretation.
Encourages Efficiency in Problem-Solving
When your team understands your preferred approach to communication, they’re less likely to waste time second-guessing or reaching out through ineffective channels. For example, if you value concise updates in written form but prefer detailed discussions in person, your team can avoid lengthy messages on trivial issues and instead provide clear, succinct updates.
This clarity not only helps your team make the best use of their time but also ensures you get the information you need in a way that allows you to make quicker, better-informed decisions.
Example: You might establish a rule where urgent issues require a phone call, but other queries can be sent through email for you to respond within 24 hours. This kind of guideline enables your direct reports to determine when an issue is truly urgent, reducing unnecessary disruptions.
Builds Trust and Transparency
Trust is foundational to effective leadership, and one way to build trust is through transparency. When you’re open about your communication style, you demonstrate a commitment to clarity and honesty. This transparency can create an atmosphere where team members feel more comfortable sharing their own communication needs and preferences with you, fostering a reciprocal relationship built on mutual understanding.
Over time, this approach builds a culture where everyone feels empowered to voice their preferences and work together more effectively. Direct reports appreciate leaders who are upfront, as it removes the guessing game and helps everyone focus on the work at hand rather than worrying about the “right” way to approach each other.
Creates a Foundation for Feedback
If you’ve communicated your preferences clearly, it becomes easier to give and receive feedback about communication. For example, if you’re aware that a team member prefers detailed instructions, you can adjust your approach accordingly. On the flip side, when your communication style is upfront, your team members can feel more empowered to give feedback if adjustments are needed, creating a more dynamic and responsive communication environment.
This open feedback loop strengthens relationships and allows you to fine-tune how you engage with each individual on your team, maximizing your impact as a leader.
Example: Suppose you notice that your direct reports are frequently missing critical information in emails. Having communicated your preference for bullet points or a specific structure, you can provide constructive feedback based on these guidelines, helping them improve and ensuring they know it’s about process, not personal critique.
Leads by Example
By modeling transparent communication and showing how effective it can be, you set the standard for the rest of your team. They learn not just to meet your preferences but to be more intentional and thoughtful about their communication with each other. This can lead to more efficient interactions across the board, as each team member becomes more aware of how their style impacts others and why clarity in communication matters.
Your example can encourage direct reports to practice this level of transparency with each other, ultimately creating a more cohesive team that understands and respects each other’s communication needs.
How to Share Your Communication Preferences
Sharing your preferences doesn’t have to be a formal or time-consuming process. Here are some practical ways to introduce it to your team:
- Include it in Onboarding: For new hires, provide a short overview of your communication style and preferences as part of the onboarding process.
- Discuss in One-on-One Meetings: Periodically check in with each direct report about your communication practices to ensure they’re still working well for both of you.
- Share Guidelines in Writing: A simple, shared document outlining your communication preferences (like response time, preferred channels, and approach to different types of issues) can serve as an ongoing reference for your team.
- Invite Input and Adapt: Encourage your team to share their preferences and be open to adapting your style when necessary. This demonstrates that communication is a two-way street and that you value their input.
Wrapping up…
Effective leadership starts with clear, intentional communication. By communicating your communication preferences, you’re not only setting the stage for efficient workflows but also establishing a foundation of trust and transparency that allows your team to thrive. This practice may require an initial investment of time, but the returns—in terms of productivity, morale, and trust—are well worth it. Sharing how you communicate can be one of the simplest but most powerful tools in building a high-performing, aligned, and engaged team.
