Clear communication might sound simple, but it’s one of the most powerful tools in any organization. When we provide precise information, not only do tasks and processes run more smoothly, but we also positively affect the brain’s ability to understand, remember, and engage. Unfortunately, the reverse is also true: unclear or vague communication can create mental strain, misunderstandings, and disengagement that ripple across a team.
In this newsletter, we’ll explore what happens in the brain when we communicate clearly versus when we don’t, and we’ll offer practical examples to support effective, clear communication.
The Brain’s Reaction to Unclear Communication
When we receive unclear communication, our brains experience cognitive overload. The brain immediately begins working overtime to fill in gaps or interpret ambiguous information. This extra mental effort drains cognitive resources and causes stress in the prefrontal cortex—the area responsible for decision-making and problem-solving. Studies in neuroscience have shown that this cognitive overload not only affects focus but also lowers overall productivity and increases frustration.
One example: imagine a project update that’s full of jargon and vague goals like “improve engagement” or “raise productivity.” The brain struggles to define what these terms mean, leading to different interpretations among team members. This confusion can result in wasted time, misaligned priorities, and, often, a sense of dissatisfaction.
What Clear Communication Does for the Brain
Conversely, clear communication reduces cognitive strain and frees up the brain to focus on meaningful work. When information is explicit and direct, it helps activate the dopamine pathways in the brain’s reward system, which boosts motivation, engagement, and clarity. The clarity in instructions allows team members to feel aligned and confident, resulting in higher efficiency and more cohesive collaboration.
Consider these benefits when communication is clear and precise:
Reduced Mental Strain: The brain isn’t overworked by trying to interpret information, leading to less stress and higher engagement.
Increased Trust: Team members feel respected and valued, as clear communication demonstrates a commitment to mutual understanding and efficient collaboration.
Better Memory Retention: Clear, straightforward information is easier for the brain to retain, which enhances focus and memory recall.
Practical Examples of Clear vs. Unclear Communication
Example 1: Setting Clear Goals
Unclear: “Let’s improve client engagement this quarter.”
The brain registers “improve” as a vague action and struggles to interpret what "engagement" specifically entails. Each person may interpret this differently, which could result in varied, uncoordinated efforts.
Clear: “Let’s increase client responses to our weekly newsletters by 20% over the next three months by including personalized subject lines and a monthly Q&A.”
This precise goal includes measurable outcomes and specific actions, helping the brain lock onto clear objectives and understand the path forward.
Example 2: Giving Feedback
Unclear: “Your last presentation could use more impact.”
The feedback is too abstract, leaving the brain uncertain of what “impact” means and how to achieve it. This can lead to frustration or anxiety for the team member receiving feedback.
Clear: “In your next presentation, consider adding three concrete examples and emphasizing key points at the end of each section to make the information more memorable for the audience.”
This provides actionable steps, reducing mental ambiguity and enabling the brain to focus on improving specific aspects.
Tips for Practicing Clear Communication in Teams
Be Specific and Actionable: Use precise language to specify what you mean. If you’re setting a goal, outline what success looks like and the specific steps needed to get there.
Avoid Jargon and Ambiguity: Opt for simple language that everyone can understand. Terms like “optimize” or “enhance” can be open to interpretation; replace them with specific actions such as “reduce errors by 10%” or “implement a checklist.”
Ask for Confirmation and Offer Clarification: When communicating complex ideas, encourage team members to ask questions, and always invite them to summarize the message to ensure alignment.
Clear communication doesn’t just make team operations smoother; it significantly enhances brain functioning, resulting in a happier, more engaged, and productive team. The small steps we take toward clarity today can yield lasting positive impacts on both individual and collective performance.
In2motivation Team
To book an workshop with me contact www.in2motivation.com
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