Becoming a More Impactful Communicator

Source: SHRM Online Readling Materials 

Communicators are perceived as impactful for a variety of reasons. Some factors may be difficult to create or control, such as status in the organization or physical attributes. But the most potent ways to have impact are available to all determined communicators: projecting credibility and creating an effective presence or physical image.

A communicator's credibility clears away much of the initial static or "noise" in the communication process. The audience is more willing to listen and to believe. Perceived credibility involves building a reputation for expertise, reliability, and integrity.

Engaging with an audience requires supporting your message and your credibility with a physical presence that is appropriate and engaging. Impactful communicators use their words, their bodies, and their voices as an element of the message. This includes:

· Posture and movement- maintaining an erect but relaxed posture, moving slowly, following and mirroring the posture of audience members if appropriate.

Common Communication Channels: Benefits and Limitations

 

Selecting the appropriate communication medium is essential for delivering messages effectively. Each method has its own strengths and limitations, which should be considered based on the context, purpose, and audience.

Channel	Advantages	Limitations
In-person or small group	· Enables immediate two-way interaction, both verbal and nonverbal · Ideal for handling complex, emotional, or sensitive topics (e.g., conflict resolution, negotiations)	· Time-consuming · Requires strong listening and interpersonal skills · Risk of miscommunication through body language
Phone call	· Allows for real-time dialogue and clarification · More personal than written communication	· No visual feedback cues · Requires focused listening · Competes with distractions
Voice mail	· Convenient for leaving brief messages or updates · Saves time compared to live calls	· No confirmation of receipt or understanding · One-way communication only
Video conferencing	· Reduces travel and cost · Facilitates remote participation and real-time collaboration · Useful for team meetings, training, and presentations	· Risk of technical problems (e.g., poor connection) · Lacks full in-person interaction cues · May lead to fatigue if overused
Email	· Efficient for sharing detailed information · Supports group communication · Provides a written record	· Tone can be misinterpreted · Limited immediate feedback · Easily overlooked or lost in clutter
Instant messaging / Chat	· Quick exchange of short, direct messages · Useful for urgent updates or brief conversations	· Limits depth of communication · Can be disruptive or misread as informal or invasive
Social media	· Reaches broad or targeted audiences quickly · Effective for campaigns, updates, or feedback collection (e.g., polls)	· May not reach internal or older audiences effectively · Needs careful vetting due to public visibility
Formal written reports	· Presents comprehensive information · Encourages thoughtful review and response · Acts as official documentation	· Time-intensive to prepare · Must meet internal standards or formats · Feedback may be delayed
Oral presentations	· Allows live feedback and interaction · Can use multimedia and visuals to enhance impact	· Requires speaker preparation and confidence · Supporting materials take time and effort to prepare
Town hall sessions	· Increases leadership transparency · Strengthens employee engagement and shared values · Encourages open communication across levels	· Requires careful logistical planning · Participation may be limited by group size or comfort level

Additional Communication Planning Considerations

Strategic Planning for Communication

 Delivering a message effectively involves more than just content—it requires thoughtful decisions about the channel, setting, style, and timing to ensure the message resonates with the intended audience. The chosen communication method should reduce distractions, support clarity, and foster engagement. Being attuned to the audience’s responses is equally critical.

Though not every message demands intensive preparation, overlooking the planning process for complex or high-stakes communication can lead to misunderstanding and mistrust. Strong communicators develop intentional strategies, particularly for important or sensitive topics. Key factors to consider include:

1. Mode of Communication

Will the message be delivered face-to-face, over the phone, or in writing?
When the communicator is not physically present, it's harder to gauge audience reactions. In such cases, it's helpful to have others review the message in advance to flag areas that may cause confusion or trigger negative reactions. For example:

• Sensitive issues: Best handled in person or via phone—not by email.

• Detailed or technical topics: Should be paired with written materials for follow-up review.

• Resource allocation decisions: May require a multi-phase approach—beginning with informal discussions, followed by formal presentations and documented communications.

Communicating with Strategy

 

Communicating with Strategy

Strategic communication is more than just sharing information—it’s about aligning content and delivery with a specific goal. Timing, tone, format, and platform are just as important as the message itself when trying to influence or inform an audience effectively.

Competency in Action

An HR generalist working in a division of a large organization has spent the past five years juggling multiple roles due to high staff turnover and understaffing. This dynamic environment has helped her build extensive cross-functional knowledge and experience across departments.

Within this division, the management team faces ongoing disruptions. Though team members are long-term employees, many are newly promoted to leadership roles. Rapid internal promotions, while encouraging for individuals, lead to instability and lack of cohesion in management, hindering progress in a fast-growing organization.

To address these challenges and promote better collaboration, regular team meetings were initiated. These meetings serve as a platform for relationship-building and improving team communication. The HR generalist contributes by:

• Designing an employee engagement survey to assess team and organizational needs (Consultation competency).

• Offering support to a team member on temporary international assignment (Global Mindset competency).

• Promoting positive communication habits and encouraging a culture of teamwork (Leadership & Navigation and Communication competencies).

Effective Listening Strategies

 

Active listening is a deliberate method used by communicators who remain fully attentive—both mentally and physically—to the speaker. Key elements of effective listening include the following:

• Encouraging open dialogue. Create opportunities for others to speak by allowing natural pauses in the conversation. Refrain from cutting people off or dominating the exchange. Instead, ask thoughtful, open-ended questions that prompt deeper discussion.

• Concentrating on the speaker's message. Rather than mentally preparing your response while the other person is talking, focus entirely on their words and meaning. Show that you’re present by using engaged body language—such as gentle, interested eye contact. Subtle cues like nodding can show attentiveness or signal a need for clarification if something isn’t understood.

• Interpreting nonverbal cues. Much of communication lies in what isn’t said. Pay close attention to facial expressions, gestures, tone, and posture. For example, someone crossing their arms or leaning away might indicate resistance or discomfort. Understanding these signals often requires emotional intelligence—considering how the speaker feels and what they might be experiencing emotionally during the conversation.

• Monitoring your own nonverbal communication. Your voice, expressions, and physical stance all communicate emotions and intent. A calm, clear tone and consistent eye contact reflect confidence and sincerity. Some communication specialists suggest that mirroring another person’s body language—subtly aligning your gestures or posture with theirs—can foster a stronger interpersonal connection, both physically and mentally.