10 steps to improve your communication skills

May 18, 2026

Everything we do and say ‘communicates’ a message to our colleagues, friends and loved ones. Effective communication is the number one business skill – if we cannot communicate effectively we cannot do a good job. Research has shown that managers spend 75% of their working day communicating face-to-face, in meetings, through writing or over the telephone.

We communicate our thoughts, our feelings, our desires and how much we like, respect and trust each other. We communicate happiness, uncertainty, delight, confidence and – yes – even displeasure! What we say and how we say it is critical to our success.

Here are ten simple steps any manager can follow to improve their communications:

1. Think before you speak.

What message do you want to send? Make sure you have a clear objective in mind and that your words and body language agree with each other. What is important to this person and how can you connect with it? How much or how little information does this person normally want? All the details or just the big picture?

If you're working on how to improve communication skills, clarity before speaking is one of the fastest ways to make an impact. Taking a moment to organise your thoughts reduces misunderstandings and prevents you from overexplaining or missing key points. It also helps ensure your tone aligns with your intent, which is critical when delivering feedback or instructions.

Try This: Before your next conversation, write down your key message in one sentence. This helps you stay focused and communicate more confidently.

2. Consider the other person’s position.

Listen. Ask questions. Test your assumptions. What does she need? What does he want to avoid? What are their chief concerns? Seeing things from the other person’s point of view will help you to put your own point of view across for greater acceptance. Emphasise what matters most to the other person.

If you're wondering how you can improve communication, focusing on the other person is essential. People are more receptive when they feel heard and understood. By adjusting your message to their priorities, you increase the likelihood of agreement and reduce friction in conversations.

Try This: Ask one clarifying question before responding in your next discussion to better understand their perspective.

3. Choose your words thoughtfully.

How can you make your message most agreeable or palatable to the person on the receiving end? How can you grab their attention and put them in a positive, receptive frame of mind? If you have to convey something negative, try to at least use neutral words that don’t offend.

To improve communication skills, word choice matters more than most people realise. Small changes in phrasing can shift a message from sounding critical to constructive. Clear, neutral language keeps conversations productive and reduces emotional reactions.

Try This: Replace one negative phrase with a neutral or positive alternative in your next message.

4. Look for common ground.

We have goals in common with even our staunchest opponents. Identifying what these are and stating them openly will help you work together better to achieve your aims. Focussing on differences will only serve to separate you further.

One practical way to improve communication skills is to lead with shared goals. When people see alignment, they are more open to discussion and compromise. This approach is particularly useful in challenging conversations or negotiations.

Try This: Start your next meeting by clearly stating one shared objective with the other person.

5. Tell them what you want to happen. (Not what you don’t want).

Use positive words and images. Negative ones send people running! They put them in a negative frame of mind. If you don’t know yourself, say so! E.g. “I’m not quite sure how the report should be set out but I find this layout confusing and hard to read. Perhaps more headings and smaller paragraphs would help.”

If you're asking how you can improve communication, being specific about outcomes is crucial. People respond better when expectations are clear and actionable. Avoid vague instructions and focus on what success looks like.

Try This: Reframe one unclear request into a specific, outcome-focused instruction.

6. Use praise liberally.

Praise makes both the giver and the receiver feel good, so you both benefit! To be effective, praise should be both specific and sincere. What gets praised, gets repeated. Praise is a powerful, and sadly under-used, management communication tool.

To improve communication skills consistently, make praise intentional. Recognising specific behaviours reinforces what works and encourages others to repeat it. It also strengthens relationships and builds trust within teams.

Try This: Give one piece of specific, genuine praise to a colleague today.

7. Separate facts from opinions.

While both are important, treating an opinion as a fact can lead to trouble. After all our opinion might be wrong or only partially correct! Masquerading opinions as facts sounds arrogant and can rub people up the wrong way.

A key part of how to improve communication skills is maintaining credibility. Clearly distinguishing between facts and opinions helps others trust your message and reduces misunderstandings.

Try This: Use “In my view” or “Based on the data” to clarify your statements.

8. Don’t TELL, ASK.

There are many ways to show respect for others and this is one of them. Respect builds strong, co-operative work relationships. Could you…would you please…would it be possible… are much more likely to get positive, co-operative responses than: Get this done… bring me that… etc.

If you're looking at how you can improve communication, shifting from commands to questions is a simple but effective change. Questions encourage collaboration and make others feel involved in the process.

Try This: Turn one directive into a question in your next interaction.

9. Build self-esteem.

Build the self-esteem of everyone around you. Only people who are proud of themselves and proud of what they do can perform at their best.

To improve communication skills, focus on how your words impact others. Encouraging language helps people feel capable and motivated, which leads to better performance and stronger working relationships.

Try This: Acknowledge effort as well as outcomes when giving feedback.

10. Share your vision.

Help others achieve their goals. Share your vision. What is the goal or result you are after? How can everyone play their part in achieving it?

If you're serious about how to improve communication skills as a leader, connecting daily tasks to a bigger picture is essential. When people understand the purpose behind their work, they are more engaged and aligned.

Try This: Explain how a task contributes to a larger goal before assigning it.

Build strong communication habits that last

To improve communication skills in a practical way, consistency matters more than perfection. Small adjustments, like listening more actively, simplifying your message, and being clear about outcomes, compound over time. If you're asking how you can improve communication, focus on applying one technique daily rather than trying to change everything at once.

For those looking to develop these skills further, structured learning can provide a strong foundation. Explore communication skills training and professional development, build confidence through an effective communication course for professionals or strengthen your approach with assertiveness training for better workplace communication. These options provide practical tools that support long-term improvement.

Take the next step to improve your communication skills

Being a success in business, and particularly as a manager, depends on people doing a good job. Communicating effectively is at the core of this success.

Improving communication is an ongoing process. The more deliberate you are in how you listen, speak, and respond, the more naturally you will improve communication skills over time. Consistent practice, combined with practical techniques, leads to stronger relationships and better results in any workplace.

A former Telstra Business Woman of the Year and owner of a business employing over 1,000 people, Jan Burnes, MBA, has more than 15 years’ experience helping organisations achieve their objectives through structured mentoring and coaching programs.

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