To be an effective leader, one must be an effective communicator. For a leader, communication is much more than the transfer of information, it is connection and inspiration. Communication is necessary for developing alignment and executing strategy. Communication is the basis for a relationship of trust and respect, the foundation of leadership.

The letter from James in the Bible presents important wisdom regarding communication when it tells us that “Everyone should be quick to listen, slow to speak and slow to become angry^”(James 1:20b NIV). This verse reminds us of three important truths – that listening is of highest importance, that we should be thoughtful in speaking or communicating, and that we must manage our emotions to communicate effectively. This wisdom is applicable to any communication whether it be in the workplace or at home, in a one-on-one discussion or a memo to all hands. In a previous article we looked at the importance and practice of effective listening. This article will now focus on the second step – speaking. In an upcoming article we will look at the importance of managing emotions to successful communications.

The idea of being “slow to speak” is not addressing the tempo of our speaking nor is it telling us to be quiet. Rather, it is a warning against reacting rashly and blurting out something we would rather not say. It is an encouragement to consider our words carefully and thoughtfully so that we may communicate effectively.

When we are confronted in a discussion, especially an emotional discussion, there is a choice as to whether we will react or respond. To react means that we reply immediately in a way that might be driven by emotions of the moment. To respond indicates that we have given adequate thought to formulate a reply that shows the proper respect for the other party and presents information in a logical fashion. Some people are skilled at responding quickly while others may take more time to properly think through the proper response. The instruction to “be slow to speak” suggests that it is better to schedule a time to continue the discussion if needed in order to properly respond rather than to react in a way that we might later regret.

For the normal flow of communication, the concept of “being slow to speak” means that we give adequate thought to our communications to make them most effective. Again, this can apply to any communication, written or verbal, to any audience. Here are some thoughts on the requirements of effective communication:

Know your audience.Before preparing any communication, first think about the audience. Who are they? What are their concerns or desires? What do they need to know or what fears need to be addressed? What is the background for this communication that needs to be considered? What questions are likely to arise that need to be addressed up front?

Speak directly to them.Whatever the format and means of communicating, from a team meeting to a memo sent halfway around the world, developing a communication that is most like a direct conversation is generally the best solution. In today’s corporate world, people are more frequently using the term “conversations” to describe communications because it conveys the proper tone for developing alignment, inspiration, or understanding. There are times when a contract is necessary but most communication should be built on a more personal language that draws in the recipient rather than pushing them off.

Be clear and candid.Stating the facts honestly and forthrightly is the best solution. Understand the audience and then present the information that they need to know. Communicate in a way and with the information that and answers their questions rather than prompts more. There is always a tension between brevity and comprehensiveness but a focus on clarity can be consistent with brevity.

Be yourself.Part of being authentic is being who you are in all contexts. Communication is most effective when it is from the heart, not just the mouth. Allow your emotion to show as long as it is respectful. For example, if you need to announce staff reductions, there is likely to be some sadness. Don’t allow yourself to be a talking head. Allowing yourself to be seen in what and how you communicate builds trust. People relate to a person, not a title or a position.

All of these practices, and others like them, reflect the same concept – thoughtful communication is effective communication. Being slow to speak requires putting the brain in gear before the mouth (or pen or keyboard) is engaged. Effective communication brings the organization together positively, aligning and inspiring the effort necessary to move forward.

Are you taking the time to effectively communicate?