One of the toughest challenges for many leaders is how to communicate with authority when needed. These situations might be when very clear communications are required on a policy or when a decision is needed and the team is looking to you as a leader to make it. It may even be when a leader needs to clearly communicate “no” to a direct report who wants to make a purchase that the department budget does not cover. This is a common challenge for new leaders but I have also coached C-suite level executives who struggle with this aspect of leadership. For many of us with a less dominant personality, we would love to have every decision land on a point of natural consensus. The reality though is that there are times when the team does not agree and you as the decision maker must determine the direction so that the team can move forward.
Here are tips on how to successfully navigate these situations so you can establish yourself as an authoritative figure while still empowering and not breaking trust with those around you.
Make sure you are well-prepared before speaking and have the necessary facts and figures to back up any points you make
It is essential to ensure you are well-prepared before stepping up to communicate your expectations. Having the necessary facts and figures to back up any points you make will enable you to communicate confidently and with authority. Your team needs to know the “why” driving your decision or direction. This means doing your due diligence in researching the issue or policy thoroughly so that when it comes time to speak, you can deliver a credible and persuasive message. Not only will this exude confidence, but also demonstrate the importance of quality decision making. If a leader can create clarity of purpose through their words, they become an invaluable asset in any organization.
Don’t be afraid to ask questions or seek input if necessary – it shows that you are open to different perspectives
It’s important to be confident and stay true to your vision, but don’t be afraid to ask questions or seek input from others. Taking in different perspectives can be beneficial and show that you are open-minded and willing to consider various points of view. After all, effective leaders are always seeking creative solutions for their team; the more ideas, the better! Not only does this demonstrate strong communication and leadership skills – you’ll have a much better chance of making sure everyone is on board with the same goal. So, remember: if you ever find yourself feeling uncertain or overwhelmed while trying to communicate expectations and policy initiatives, don’t forget that asking questions is not a sign of weakness – it’s a sign of strength!
Use your words
It is common for someone overseeing a small child that is having a tantrum to tell the child to use their words instead of just screaming. It is the same for us as leaders. Once you know the direction that you need to communicate, you do not need to scream to communicate a decision or urgency. It is essential that you are always your authentic self as a leader. In fact, it is best to avoid aggressive language or any unnecessary gestures when communicating with others. Not only will this help you maintain good relationships, but it will also show that you have the poise and wisdom needed for success in your role. A polished and proper tone of voice can serve you in the long run and will make all the difference in establishing authority. I led for 30 years and never raised my voice. Although it was uncomfortable for me, I was still able to send the message of clarity when needed by using words covey the message clearly.
You will want to choose words that take away room for interpretation. “My expectations are…” “This is a procedure that must be followed”. The words you include are important and so are words that you do not include. Phrases like “I think”, ‘probably”, “maybe”. “sort of”, “try”, “hope”, “I guess” all take away our power and imply that the team has an option to follow your direction or not.
Also, do not attribute the decision to your boss or the mysterious “they”. Even if there are others above you involved in the decision, it is important that you own the direction that you give. If you pass the decision ownership to someone else, it weakens you as a leader which will reduce the strength of the current message as well as future decisions.
Be very self-aware
For many of us, being direct with our communications is not something that we are comfortable with and our body language can betray us. To overcome this, we need to self-monitor our posture and body language. Stand tall and take your space. Be mindful of your arm movements and gestures. Monitor your tone of voice as well. Stay within your natural range but studies have taught us that when our voice is slightly lower, we are perceived to be more serious. Try to talk slower which indicates confidence as well as giving your team a chance to understand your message. Whether your message is one on one or to a group, remember to make lots of that all important eye contact. When communicating an unpopular direction or decision, there must be no doubt that you mean what you say and are confident in your decisions. Your words should be delivered in a professional manner that inspires respect while also radiating assurance and confidence. It sounds funny, but I have coached clients to visualize themselves delivering a difficult message confidently. Practicing in front of the mirror can also increase your comfort and confidence. Once you have mastered the art of speaking with an authoritative yet respectful tone of voice, the people you work with will acknowledge your ability to lead without having to second-guess your decisions or requests.
Be clear about what you expect from others, both in terms of performance and attitude
It is important to make sure that you are clear about the expectations that you have for the people around you. Whether it is performance or attitude that is required, ensure that everyone on your team knows what they must do and why it matters. Make sure to communicate in a professional tone and provide explicit direction, as this can help foster a culture of accountability where everyone takes responsibility for their actions. To be an effective leader, it is essential to be able to set boundaries and establish expectations for your team, as this will allow them to understand the standard of excellence that is expected from them.
Follow up on any commitments made during the conversation to demonstrate that the words said were backed up with intent and action
It is important for any leader to ensure that their words come with both intent and action for them to earn the respect of those they are leading. Following up on any commitments made during conversations is a great way to show your team or co-workers that you are serious about your intentions and will back up every word with direct action. This type of approach establishes trust, builds credibility, and shows respect for the people who you are communicating with. Such practices can help pave the way for effective leadership.
It is essential to be confident when communicating expectations and directions. Taking the time to be well-prepared and having all the necessary facts and figures will go a long way in establishing your authority. Making yourself available for questions and seeking input from those you are leading can help build trust and demonstrate that you are open to different perspectives. It is important to use language that is professional, but not aggressive, when addressing any issues or concerns during conversations. Finally, following up on any commitments made is vital for reaffirming authority and demonstrating that your words are being upheld with action. Being aware of these communication strategies can help ensure successful leadership in any situation.