Years ago, I was helping manage a multi-site rollout of a new quality control system. One plant manager was frustrated: his team wasn’t adjusting, deadlines were slipping, and people were getting pretty grumpy with all the stress in the process. He insisted he had “told them everything.” And he had—by email.
The truth? That team didn’t read long emails. They lived on the floor and responded better to walkarounds, one-pagers on the wall, and verbal updates in morning huddles. Once we shifted the method—not the message—things improved dramatically.
It taught me something I use every day: a leader’s job is to adapt the method to the mission – to create understanding. If there’s a message that really matters, don’t just focus on what you’re saying—think hard about how and where you say it. Before you hit “send,” ask yourself:
Would this land better if I said it in person?
Would it sink in deeper if I showed it visually?
Would it stick more if I repeated it in a group setting?
Five Communication Tools—and When They Shine
- Email
- Best for: Clear documentation, complex instructions, formal updates, or messages that need a record.
- Watch out: Long blocks of text often go unread. If it’s urgent or emotional, this is usually not the right channel.
- Text or Chat (Slack, Teams, etc.)
- Best for: Fast updates, quick questions, real-time collaboration.
- Watch out: Easy to miss tone or nuance. Not great for delivering feedback or big news.
- Team Meeting
- Best for: Group alignment, shared decisions, complex discussions, or topics that benefit from dialogue and buy-in.
- Watch out: Can be overused or unfocused. Prep ahead and keep it purposeful.
- 1-on-1 Conversation (In Person or Video Call)
- Best for: Personal feedback, coaching, sensitive topics, or making someone feel seen and heard.
- Watch out: Easy to avoid when things are uncomfortable—but often the most important time to lean in.
- Visual / Physical Reminders (Posters, Dashboards, Handouts)
- Best for: Reinforcing routines, keeping metrics visible, or supporting training.
- Watch out: These are not standalone—they support verbal/written communication, not replace it.