Your team cannot see the vision inside of your head. And while you might think you're being crystal clear about your expectations and ideas, there's often a gap between what we think we're communicating and what our team actually hears.

I've been there myself, and I see it with my agency clients too. That frustration when a project comes back different from what you pictured, or when your team seems to be moving in a completely different direction than you intended. It's not just you – this is one of the biggest challenges agency owners face.

The Foundation of Clear Communication

Being an effective team leader starts with understanding that communication is a two-way street. It's not just about what you say – it's about ensuring your message is received and understood exactly as you intended.

Think about it like this: have you ever played the telephone game? Where one person whispers a message to another, and by the time it reaches the end of the line, it's completely different? That's exactly what can happen in your business if you're not intentional about your communication.

Understanding Your Own Communication Style

Before you can effectively communicate with your team, you need to understand your own communication style and expectations. As I discuss in my blog about understanding and communicating expectations, many leaders struggle because they haven't taken the time to clearly define what they want.

Ask yourself:

• Are you being specific enough?
• Are you assuming knowledge your team might not have?
• Are you providing context for your requests?
• Are you open to questions and clarification?

Creating a Communication Framework

The key elements of effective communication include consistency, clarity, and context. This means establishing regular communication rhythms and channels that work for everyone.

For example, instead of random Slack messages throughout the day, consider setting up:

• Weekly team meetings for big-picture discussions
• Daily quick check-ins for urgent matters
• Regular one-on-ones for individual support
• Project-specific update schedules
• Clear emergency protocols

The Art of Clear Instructions

When delegating tasks or discussing projects, remember to:

Share the why behind the what. Your team needs to understand the purpose behind their tasks to make better decisions and feel more connected to their work.

Be specific about outcomes. Instead of saying “make this better,” explain exactly what better looks like to you. What metrics or qualities are you looking for?

Provide examples when possible. Sometimes showing is better than telling. Share references, templates, or previous successful projects.

Encouraging Two-Way Communication

True communication isn't just about you talking and your team listening. Create an environment where your team feels comfortable:

• Asking questions
• Seeking clarification
• Offering suggestions
• Sharing concerns
• Providing feedback

Handling Communication Challenges

Even with the best systems in place, communication challenges will arise. When they do:

Take a step back and assess what might have gone wrong. Was the initial instruction clear? Was there a misunderstanding about priorities? Was important context missing?

Use these moments as learning opportunities. Each communication breakdown is a chance to improve your systems and clarity.

The Role of Documentation

While verbal communication is important, having written documentation is crucial. This includes:

• Process documents
• Project briefs
• Meeting notes
• Decision logs
• Standard operating procedures

This ensures everyone has a reference point and helps avoid the “but I thought you said…” conversations.

Moving Forward

Remember, effective communication is a skill that improves with practice. Start by implementing small changes and build from there. Pay attention to what works and what doesn't with your specific team.

Most importantly, keep in mind that your team wants to succeed. They want to meet your expectations and deliver great work. By communicating clearly and consistently, you're setting them up for success.

Stop wondering who does what and start delegating with confidence with the Team Task Tracker!