Communication Mistakes Leaders Make (and How to Fix Them)

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Ok, ok, I know, it’s a bit like a broken record, we’ve all heard over and over that communication is the key that opens so many doors. And for leaders, it’s more than that. It’s the foundation of trust, alignment, and momentum. When communication is clear, teams move forward. When it breaks down, even the best strategies stall.

The challenge? Strong communication isn’t simply about speaking clearly. It’s about listening deeply, navigating nuance, and showing up with consistency—verbally and nonverbally. And even seasoned leaders slip up more often than they realize.

In this post, we’re breaking down six common communication mistakes leaders make—and more importantly, how to correct them. Whether you’re leading a team of five or five hundred, these shifts will build stronger connections, resolve tension faster, and lead with more impact.

1. Not Listening Actively

Mistake: Talking more than listening

Fix: Practice active listening and encourage feedback

It’s easy to default to giving direction or sharing ideas—after all, leaders are often expected to provide clarity. And when communication becomes one-sided, it undermines engagement and trust.

Active listening isn’t about staying silent while someone talks. It means being fully present, asking thoughtful questions, and showing you value what’s being said.

Try this: In your next one-on-one, aim to speak less than 50% of the time. Ask open-ended questions, paraphrase what you hear, and follow up on previous conversations. That simple shift builds psychological safety—and keeps you better informed. And when you are on the phone, close your eyes to help you focus on what is being said.

2. Overloading with Information (or Being Too Vague)

Mistake: Giving too much or too little detail

Fix: Use structured communication methods like The Power To Connect, BLUF and the 5Ws

Some leaders bury the point in too much backstory. Others skip context and leave their team guessing. Both approaches create confusion.

The Power To Connect is a powerful tool that will help you plan your communication to focus on the listener. BLUF (Bottom Line Up Front) and the 5Ws (Who, What, When, Where, Why) are great frameworks to strike the right balance. They help you deliver information that’s clear, actionable, and digestible.

Pro tip: Start with the headline—then layer in details. Don’t forget to add in sticky content so the important information is easy for them to remember. And if your team needs more context, they’ll ask.

3. Ignoring Nonverbal Cues

Mistake: Overlooking body language and tone

Fix: Align verbal and nonverbal communication for clarity

Words matter—and so does how you deliver them. Tone, posture, eye contact, even silence—all of it shapes how your message lands.

Misalignment between words and body language can send mixed signals, even when your intent is good. A leader who says “I’m open to feedback” while crossing their arms and avoiding eye contact doesn’t actually seem open.

What to do: Pay attention to how your presence supports your message. Practice reading the room—not just hearing what’s said - also noticing what’s not.

4. Assuming Everyone Communicates the Same Way

Mistake: Using a one-size-fits-all approach

Fix: Adapt communication to different personality styles

Some people need time to reflect. Others think out loud. Some want data. Others care more about big-picture vision. Leading effectively means learning what resonates with whom.

Tools like PRINT, KOLBE, or simply keen observation can help you recognize communication preferences. And once you do, your message becomes easier to hear—and harder to ignore.

Quick tip: Ask your team how they prefer to receive information—email or in-person? Big-picture or details first? You’ll be surprised how much clarity that brings. And have your team take the PRINT and KOLBE assessments and bring in an expert to explain the nuances and how it can elevate your teamwork (ahem, [email protected]).

5. Not Leading by Example

Mistake: Saying one thing and doing another

Fix: Model transparency, accountability, and openness

People listen to what you say—and they believe what you do. If you expect your team to communicate openly, own mistakes, or give feedback, you have to go first.

That doesn’t mean being perfect. It means being real. Admit when you’re wrong. Share what you’re learning. Show appreciation. The more authentic you are, the more your team will trust and follow your lead.

Closing Thoughts

Great communication isn’t about always having the right words. It’s about being intentional, consistent, and human.

To recap, here are the five most common communication slip-ups leaders make:

1. Talking more than listening

2. Giving too much or too little information

3. Missing nonverbal signals

4. Assuming everyone hears things the same way

5. Failing to model the behavior they expect

If any of these hit close to home, that’s a good thing—it means you’re paying attention. Communication is a skill, not a trait. And like any skill, it gets better with practice.

Want to take it a step further? Check out our Encore Communication Coaching Virtual Workshop beginning in June. It’s designed to help leaders build clarity, connection, and confidence—one conversation at a time.