Enhance Communication With 4 Simple Shifts
Listening is one of the most effective leadership communication skills.
You’ve heard the sayings: “You have two ears and one mouth for a reason.” “If you’re talking, you’re not listening.”
They aren’t just clichés. They’re reminders that intentional leadership begins with quiet curiosity.
But even the most well-meaning leaders fall into the trap of reflex responses. Those quick, automatic phrases feel efficient in the moment but slowly chip away at trust, creativity, and open communication.
While these responses may seem harmless at first, over time they can send the wrong message to your team: “I don’t trust you.” “I don’t have time for you.” “Your ideas don’t matter.”
The good news? Small shifts in your language can make a big difference. In this article, we’ll unpack four common phrases to say less for better leadership communication.
Phrase #1 | “I Know.”
We’ve all been there. Someone starts offering advice you’ve already heard, or worse, something you feel you’ve mastered. The reflex? “I know!”
It’s a defense mechanism. You might feel like your expertise is being questioned or that your intelligence is on trial. But more often than not, the other person is simply trying to be helpful or excited to share something they’ve learned.
Resist the urge to cut them off! Instead, assume good intent. They may be offering a new perspective you haven’t considered, or at the very least, showing initiative and engagement. Try saying: “Yes, I’ve come across that too. What’s your perspective on it?” instead.
Let’s be honest… no one knows everything. True leadership means staying open to fresh insights, even when the topic seems familiar.
As highlighted in Harvard Business Review, leaders who master listening skills create environments where employees feel heard and valued, boosting engagement and satisfaction.
Phrase #2 | “I’m pretty sure…”
It’s easy to slip into correction mode. Especially when you’re confident in your knowledge. But let’s face it, no one enjoys being corrected mid-sentence, especially by someone who seems like a know-it-all. Move from a know it all leader to a learn it all leader.
Instead of jumping in with a quick “I’m pretty sure…” Pause. Let the other person finish. Ask a clarifying question or two to fully understand their perspective. Then, if needed, share your insight respectfully.
Maybe you don’t even need to correct someone, but you have a different perspective on something. Lead with curiosity, not certainty. Try saying, “That’s interesting! I’ve heard it differently. Want to compare notes?”
Kindness and curiosity build influence far faster than blunt correctness.
Phrase #3 | “No.”
You don’t have to be a “yes person” to be a great leader. But saying “no” too quickly can shut down creativity before it has a chance to grow.
When you’re confident in your experience, it’s easy to dismiss new ideas that feel risky or seem incomplete. But a blunt “no” can send an unspoken message: Don’t bother bringing me ideas.
If you want to foster innovation, instead of closing the door, try:
- “Tell me more about that.”
- “I feel hesitant about that, can you walk me through your thinking?”
- “Let me sit with this for a bit and revisit.”
These small shifts create psychological safety. Companies that prioritize open dialogue and experimentation see higher engagement, innovation, and retention.
Phrase #4 | “I don’t have time.”
This one feels harmless, and often, it’s genuinely true. Time is one of your most limited resources as a leader.
But a quick “I don’t have time” can unintentionally send a message that someone isn’t worth your attention. Over time, these interactions can chip away at trust and discourage future conversations.
Instead, acknowledge the importance of the approach while setting a boundary:
- “Thanks for bringing this up. I want to give it the attention it deserves. Can we schedule time later this week to talk more in-depth about it?”
- “I’m currently at capacity, but this is worth exploring. Would you be open to looping in [name] as a next step?”
It’s not about being available all the time. It’s about making people feel seen, even when you’re unavailable.
Forbes notes that active listening by leaders is essential for organizational success, particularly in fostering trust within remote teams.
What’s In It For You
There you have it. Four phrases that seem harmless, but can quietly shut down communication, creativity, and connection. By avoiding these four reflexive phrases, you’ll begin building stronger leadership communication skills that directly improve trust and morale.
Was this helpful? Want to learn more leadership habits like this and improve your effectiveness?
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