Talk Less, Say More: 5 Steps to Stronger Team Communication

Communication is one of those topics that feels obvious… until it’s not. In my coaching work with teams and executives, one theme comes up time and again: “We thought we were communicating — but clearly, we weren’t.”

So, what does “effective communication” actually mean for a team?

It’s more than just meetings and messages. It’s the rhythm and style of how we connect — how we share information, challenge ideas, resolve misunderstandings, and build clarity and trust.

Some common questions I hear from leaders:

·        How often should we send team-wide emails — and what tone should we use?

·        Should every message include a clear action or expectation?

·        When are instant messages helpful, and when do they just add noise?

·        What’s the purpose of our meetings — to inform, debate, decide?

·        What should I share as a leader, and what should I hold back?

The truth is, there’s no one-size-fits-all approach. Communication is deeply personal and shaped by experience, culture, and context. And too often, we assume everyone operates like we do — which leads to missed cues, delays, and tension.

When communication breaks down, teams slow down. But when it flows well, teams become more cohesive, decisions get made faster, and people feel more included and valued.

And here’s the kicker: people don’t leave because there’s too much communication. They leave because there’s not enough — or it’s the wrong kind.

If you’re leading a team and want to improve how your people connect, start here:

5 Steps to Strengthen Team Communication

1.      Make Expectations Explicit: Set clear norms around when and how you communicate — from emails to meetings to chat apps. Clarify which channels to use for what purpose, and what a timely response looks like.

2.      Know Each Other’s Preferences: Some team members thrive on quick check-ins; others prefer structured updates. Invest time in understanding individual styles — this alone reduces friction and increases clarity.

3.      Simplify, Then Clarify: Keep messages concise and purpose-driven. If you’re sharing information, say so. If you need input or a decision, be direct. Don’t bury the ask in paragraphs.

4.      Create Space for Healthy Debate: Psychological safety is essential. Encourage disagreement as a way to deepen understanding — not as a threat. Good ideas often come from respectful tension.

5.      Check in, Not Just Check Up: Regular 1:1s and informal moments help keep communication human. It’s not just about tasks — it’s about connection.

Final Thought

You don’t need to communicate more — you need to communicate better. Start by having an honest conversation with your team about what’s working, what’s not, and what assumptions you might be making.

Better communication isn’t just about productivity — it’s about creating a workplace where people feel seen, heard, and empowered to contribute.

Question for you: What’s one small shift you’ve made to improve communication in your team?   Let me know, I’d love to hear your insights.

Let's chat, Andrea