5 ways to improve communication with your employees by naming the impact

When you communicate with your team, do you take the time to name the impact of your words and actions? In this article, I share 5 tips to improve your exchanges with employees by clarifying the impact of their actions or your decisions. This strengthens collaboration and creates a climate of trust, allowing you to build solid and harmonious working relationships.

Naming the impact means recognizing how what we do affects others, as well as ourselves. I will also cover the pitfalls to avoid using the PRAI approach (Pitfall-Risk-Tip-Impact), helping you navigate these conversations effectively.

Tip 1: Clarify Your Feelings

The first tip is to always clarify your feelings in conversations. This helps avoid misunderstandings and lets you clearly express how you feel about a situation. When you explain how an action or word affected you, the other person can better understand your perspective.

For example, in a board meeting, if your proposal is rejected without explanation, you might say: “When you rejected my proposal without explanation, I felt like my efforts weren’t acknowledged.” This helps the other person understand how you felt without it being perceived as an accusation.

By clarifying your feelings, you create a space for mutual understanding and avoid unnecessary frustrations.

Tip 2: Reinforce Accountability

Next, let’s talk about accountability. When you explain how someone’s actions affect the team or the group’s dynamic, you encourage them to recognize their responsibilities.

For instance, in a school, if a colleague doesn’t follow communication protocols with parents, you might say: “By not following the protocol, you put the administration in a difficult position, and it affects the entire team.” This helps the person take responsibility and understand the impact of their behavior.

Bonus tip: Keep the conversation constructive. The goal isn’t to attack, but to help the other person realize that their actions have consequences, which can be positive if managed well.

Tip 3: Encourage Reflection

The third tip is to encourage reflection before reacting. This allows you to think about the situation and its impact on you and the team. It helps you avoid impulsive reactions and promotes a more thoughtful dialogue.

In a management team, after a crisis, you might say: “I realize we reacted quickly. Let’s take a step back and figure out how we can handle this differently moving forward.” Encouraging reflection can turn a tense situation into an opportunity for growth.

This not only demonstrates empathy but also shows a willingness to learn together. By inviting the other person to reflect with you, you foster continuous improvement.

Tip 4: Promote Constructive Dialogue

It’s essential to promote constructive dialogue. You not only need to express how you feel, but also invite the other person to share their perspective. This opens the door to productive discussions and a better understanding of each person’s needs.

In a board meeting, if someone disagrees with a proposal, you could say: “I understand you disagree, but could you explain your concerns in more detail?” This shows your openness to discussion and dialogue.

By encouraging these exchanges, you allow the team to collaborate more smoothly and avoid unnecessary tensions in the long run.

Tip 5: Create a Growth-Oriented Environment

Finally, it’s crucial to create a growth-oriented environment. Recognizing the impact of actions also means celebrating successes and analyzing failures. In a team, this allows everyone to grow and improve.

In a board meeting, for example, you might say: “By recognizing the successes of our last project, we can better capitalize on our strengths.” This helps reinforce what’s working well while identifying areas for improvement.

Creating a growth-oriented environment encourages shared leadership and constant learning. Talking about impact shines a light on the actions that help the team progress together.

Pitfalls to Avoid

Now, let’s move on to the pitfalls to avoid. The PRAI approach (Pitfall-Risk-Tip-Impact) will help you anticipate and avoid common mistakes when naming the impact.

1. Misinterpreted or Biased Perception

Pitfall: Confusing perception with objective facts.

Risk: If you present a perception as an absolute truth, the other person may become defensive.

Tip: Be specific and avoid generalizations. For example, instead of saying, “You never support my proposals,” say, “At the last meeting, I felt like my proposals weren’t acknowledged.”

2. Expressing Feelings Without Vulnerability

Pitfall: Expressing your emotions without showing vulnerability.

Risk: If your tone seems cold or accusatory, it can shut down the dialogue.

Tip: Use a kind tone and explain how you feel. For example, instead of saying, “I’m frustrated,” you could say, “I feel unsettled by this situation.” This encourages a more empathetic response.

3. Jumping Straight to Action Without Clarifying Intentions

Pitfall: Proposing an action without explaining why it’s needed.

Risk: If you don’t clarify the intention behind your action, it can create confusion.

Tip: Always explain why you’re proposing an action. For example, instead of saying, “Let me know next time,” say, “My intention is to be better organized to avoid delays. If you could let me know in advance, it would really help.”

By taking the time to name the impact in your conversations, you can transform how you communicate with your team. This strengthens collaboration, creates a growth-oriented environment, and helps build strong, trusting relationships. Remember to avoid the pitfalls related to perceptions, feelings without vulnerability, and actions without explanation.

Next time you have an important conversation, ask yourself: “Have I named the impact?”