The Right Words at the Right Time: Mastering Communication Styles as a Leader

Communication is the lifeline between a leader and their team, but not all methods hit the mark. Sending a quick message over chat, firing off an email, or walking over to someone's desk might seem like minor choices, but each one carries weight. Get it right, and you’ll foster trust, clarity, and productivity. Get it wrong, and you could unintentionally create stress, confusion, or even resentment.

The truth is, no single communication method works for everyone, and diversity in communication preferences is real. While instant messaging might feel efficient for some, others may find it overwhelming. A well-crafted email may suit one person, but it could frustrate someone else waiting on a quicker response. Leaders who understand the nuances of these methods—and adapt to the varied needs of their team—become not just good communicators, but great leaders.

Instant Messaging: Fast, Convenient, but Sometimes Too Much

Instant messaging platforms like Slack or Microsoft Teams can be a leader’s best friend. They’re perfect for quick updates, reminders, or spontaneous brainstorming sessions. With instant messaging, there’s an immediacy that feels productive—questions can be answered in real-time, ideas exchanged without delay. It’s fast, casual, and accessible. But there’s a downside.

For some employees, constant pings feel like interruptions. A message that demands an instant response can disrupt deep work, pulling them out of a focused state. And when leaders use chat to share every thought the moment it occurs, it can create unnecessary pressure. Not everyone works well under that kind of immediacy—some need time to reflect before responding thoughtfully.

There’s also a psychological cost to always being "available." Employees may feel the need to constantly monitor messages, afraid to miss something important. This pressure can create low-grade stress throughout the day, leading to mental fatigue. Leaders need to strike a balance—leveraging the speed of instant messaging while being mindful of when, and how often, they use it.

Best Use: Quick questions, reminders, or non-urgent updates. Use sparingly for spontaneous thoughts to avoid overwhelming your team.

Email: Thoughtful Communication with Built-in Space

Email is the classic tool for business communication, and it’s not going anywhere. It’s perfect for more detailed information, formal requests, or messages that need to be referenced later. The beauty of email lies in the breathing room it provides—recipients aren’t expected to respond immediately, giving them time to read, reflect, and craft a considered reply.

However, emails can also create friction if not used thoughtfully. A long, rambling email can frustrate employees who need clear, concise instructions. Sending multiple follow-ups too quickly can come across as impatient or micromanaging. And let’s face it—no one wants their inbox flooded with emails that could have been solved with a two-minute conversation.

Email is most effective when it’s purposeful. Leaders should consider whether an email is truly necessary or if a different channel would be more efficient. For example, an email to schedule a meeting could be overkill when a quick chat message might do the job. On the flip side, sending important updates over instant messaging risks them getting lost in the noise.

Best Use: Detailed instructions, formal requests, or updates that need to be documented and referenced later. Use it when your message requires careful consideration. 

Face-to-Face Conversations: The Power of Presence

There’s something irreplaceable about face-to-face conversations. Whether it’s a casual chat or a one-on-one meeting, speaking with someone directly builds a connection that no email or message can replicate. In-person conversations allow for the nuance of body language, tone, and facial expressions, which provide deeper context to the message.

But here’s the catch—walking over to someone’s desk unannounced or scheduling too many meetings can feel intrusive. Some employees find drop-in conversations disruptive, especially if they thrive on structure and focus. Others might prefer written communication to ensure they have a record of what was discussed.

As a leader, it’s essential to read the room—both literally and figuratively. Not everyone processes information best in real time. Some people need time to think things over before responding, and they might feel pressured in an in-person conversation to provide answers on the spot. Knowing when a conversation should happen face-to-face versus through another medium is a mark of a leader who understands their team’s preferences and work rhythms.

Best Use: Sensitive topics, complex discussions, or when emotional nuance is essential. Use sparingly to respect employees' focus time and workflow. 

Phone and Video Calls: Bridging the Gap in Remote Teams

In a hybrid or remote setting, phone and video calls are often the closest substitute for in-person conversations. They allow for real-time interaction with the added benefit of seeing facial expressions (in the case of video). These mediums are ideal when tone and clarity are critical—such as resolving misunderstandings or giving direct feedback.

However, not everyone enjoys video calls. For some, video fatigue is real, and constantly being on-camera can feel draining. Phone calls, while less demanding, also have limitations—they lack the visual cues that help smooth over communication gaps.

The key with calls is to use them intentionally. A quick call can clear up confusion faster than a lengthy email thread, but unnecessary meetings can sap energy and productivity. Leaders need to be deliberate, reserving video or phone calls for when they truly add value.

Best Use: Clarifying misunderstandings, direct feedback, or team discussions that require real-time interaction. Use selectively to avoid video fatigue and unnecessary meetings.

Adapting Communication to a Diverse Team

Every person has their own communication style and preference. Some thrive on quick exchanges and instant feedback; others need time to absorb information and respond thoughtfully. Leaders who assume that one communication method fits all risk alienating certain team members. Diversity in communication preferences is just as important as diversity in perspectives—it ensures that everyone feels heard, respected, and comfortable contributing.

For example, sending a barrage of instant messages might work for a team member who enjoys rapid exchanges, but it could overwhelm someone who prefers structured communication through email. Similarly, an introvert may find spontaneous in-person conversations draining, while others might feel disconnected if everything is done digitally. The best leaders don’t just communicate—they tailor their communication to meet the needs of their team.

This adaptability builds trust. When employees feel that their preferred communication style is respected, they’re more likely to engage fully and contribute meaningfully. On the other hand, forcing a single method across the board can create friction, reduce engagement, and ultimately affect performance.

Communication Is Leadership in Action

Motivation alone won’t take your team where they need to go. Lasting success comes from discomfort—the kind that stretches people beyond their limits and forces them to grow. It’s time to challenge the idea that comfort is a leadership goal. The real goal is progress, and progress lives just outside the comfort zone.

Leaders who embrace discomfort build cultures where growth becomes second nature. Their teams develop resilience, creativity, and the ability to thrive in uncertainty. Friction isn’t the enemy—it’s the catalyst for transformation.

The key to sustainable success lies in mastering the balance of stress and performance. Leaders who know how to apply just the right amount of pressure unlock their team’s full potential. They build not just productive teams, but exceptional ones. The kind that doesn’t just survive challenges—they rise to meet them.