Communication Styles: Finding Your Authentic Voice
Communication isn’t just what you say—it’s how you say it. Understanding different communication styles helps leaders adapt their approach while remaining authentic. Each style has strengths and blind spots that impact how messages are received.
Passive
Avoids conflict, defers to others, and often suppresses own needs or opinions.
Example: “I guess that could work… whatever the team thinks is best.”
Assertive
Expresses needs directly and respectfully while considering others’ perspectives.
Example: “I believe approach X will work best because… What are your thoughts?”
Aggressive
Prioritizes own needs without adequate consideration for others, often creating defensiveness.
Example: “This is how we’re doing it. I need this done by Friday.”
The goal isn’t to eliminate your natural style but to expand your range to match the situation.
Cognitive Load and Message Framing
The human brain has limited processing capacity. Great communicators understand cognitive load theory and frame messages to reduce mental effort while maximizing retention and impact.
Metaphor
Connect new ideas to familiar concepts.
Example: “This project is like building a house—we need a solid foundation before decorating.”
Contrast
Highlight differences to clarify choices.
Example: “We can invest now and grow 20%, or wait and risk falling behind competitors.”
Repetition
Reinforce key points through strategic repetition.
Example: “Our three priorities are customer experience, customer experience, customer experience.”
The SCQA Framework: Structured Clarity
The Situation-Complication-Question-Answer framework provides a powerful structure for delivering complex messages with clarity and impact:
Example: Restructuring Announcement
Situation:
“Our company has grown 40% over the past two years, expanding from two product lines to five.”
Complication:
“However, our organizational structure hasn’t evolved, creating silos, duplicated efforts, and slower decision-making.”
Question:
“How can we reorganize to maintain our innovative culture while scaling efficiently?”
Answer:
“Today we’re announcing a shift to a matrix structure with three customer-focused business units supported by centralized capabilities teams.”
Public Speaking: Beyond the Basics
Public speaking isn’t just about conquering fear—it’s about strategically designing your message for maximum impact:
Structure
- Open with a hook that creates interest
- Limit to 3 key points (the rule of three)
- Use signposting to guide the audience
- Close with a call to action
Delivery
- Vary your pace, pitch, and volume
- Use strategic pauses for emphasis
- Move with purpose, not nervousness
- Make eye contact with different sections
Writing for Impact
Clear writing reflects clear thinking. Whether crafting emails, presentations, or strategy documents:
- Start with your conclusion or recommendation
- Use active voice and concrete language
- Break complex ideas into digestible chunks
- Eliminate jargon and unnecessary words
- Format for scannability with headers and bullets
Role-Play: Communication in Action
The following scripts demonstrate how different communication approaches impact outcomes:
Scenario: Giving Feedback on Missed Deadlines
Ineffective Approach:
“You’ve missed several deadlines recently. This is becoming a problem for the team. You need to be more responsible with your time management.”
Why it fails: Accusatory, focuses on the person rather than behavior, offers no specific examples or solutions.
Effective Approach:
“I’ve noticed the last three deliverables came in 2-3 days after their deadlines. When this happens, it impacts the design team’s timeline. I’m curious what obstacles you’re facing, and I’d like to discuss how we might adjust priorities or resources to help you meet these commitments.”
Why it works: Specific, focuses on behavior and impact, opens dialogue, offers support rather than blame.
Async vs. Live Communication Strategy
Different communication channels serve different purposes. Strategic leaders choose the right medium for the message:
Asynchronous Communication
Best for: Information sharing, updates, documentation, thoughtful responses
Channels: Email, documents, recorded videos, comments
Tips: Be concise, use clear subject lines, structure for scannability, set clear expectations for response
Synchronous Communication
Best for: Discussions, decisions, sensitive topics, building relationships
Channels: Meetings, video calls, phone calls, real-time chat
Tips: Have clear agendas, respect time boundaries, capture decisions and action items
The Influence Formula: Logos, Ethos, Pathos
Aristotle’s ancient framework for persuasion remains remarkably effective for modern leaders:
Logos
Appeal to logic and reason through data, evidence, and rational arguments.
Example: “Our analysis of 12 months of customer data shows that feature X would reduce support tickets by 37%.”
Ethos
Establish credibility and trustworthiness through expertise, integrity, and shared values.
Example: “Having led three similar initiatives and studied best practices across the industry, I believe this approach offers the best path forward.”
Pathos
Connect emotionally through stories, examples, and appeals to shared aspirations or concerns.
Example: “Let me share what happened to a customer last week that illustrates why this change matters to the people we serve.”
Reflective Prompt:
“How am I being received?”
The most skilled communicators regularly seek feedback on how their messages land. Ask trusted colleagues: “What was clear or unclear about my communication? How did it make you feel? What would make it more effective?”
Common Clarity Traps
The Curse of Knowledge
Assuming others have the same information, context, or terminology that you do.
Jargon Overload
Using specialized terms, acronyms, or industry language that excludes or confuses others.
The Firehose Effect
Overwhelming your audience with too much information at once, diluting key messages.
Burying the Lead
Failing to prioritize the most important information, making audiences work too hard to find it.
Case Study: Multi-Channel Communication
Let’s examine how a strategic initiative announcement might be communicated across different channels:
All-Hands Meeting
Purpose: Create excitement, provide context, answer questions
Approach: Story-driven, visually engaging, interactive
Key elements: Vision, why it matters, timeline overview, Q&A
Email Follow-up
Purpose: Document details, provide reference
Approach: Scannable, comprehensive, action-oriented
Key elements: Summary, timeline, resources, next steps
Team Discussions
Purpose: Contextualize impact, address concerns
Approach: Conversational, specific to team context
Key elements: Team implications, role changes, support available
Communication Journaling for Impact
Tracking your communication patterns helps identify strengths and growth areas:
Weekly Reflection Questions
- What was my most effective communication this week? Why did it work?
- What message didn’t land as intended? What could I have done differently?
- Which stakeholders am I communicating with frequently? Who am I neglecting?
- What feedback did I receive about my communication style or content?
- What Communication am I actively working to improve?
UpMeridian’s communication tools can help you track patterns, gather feedback, and receive real-time coaching on your communication effectiveness.
In Summary
Communication is both art and science. By understanding cognitive principles, mastering frameworks like SCQA, and strategically choosing channels, leaders can dramatically increase clarity, influence, and impact. Remember that great communication isn’t about perfection—it’s about connection, clarity, and catalyzing action.
Your challenge this week:
Frame a key message three different ways for three different audiences.