From Confusion to Clarity: How Great Leaders Communicate with Impact

Today, more than ever, communication is not just a soft skill—it’s a strategic advantage. Leaders at all levels are expected to inspire their teams, drive initiatives, and adapt to change, often all at once. However, despite their expertise, many leaders mistakenly assume that once they have delivered a message, it has been fully understood and internalized by their audience.

The reality? Clarity isn’t measured by what you say—it’s measured by what your team hears, understands, and acts on.

At Apex GTS, we’ve seen how the best leaders don’t just speak clearly—they create structures, cultures, and rhythms that reinforce clarity across the organization. This article outlines practical communication strategies that move leaders from ambiguity to alignment, from reaction to intention, and from confusion to clarity.

1. Go Beyond Words: The 7-38-55 Rule

It’s easy to focus on what we say. But studies show that only 7% of communication is verbal. The other 93% comes from tone (38%) and body language (55%). This concept—known as the 7-38-55 Rule—is a powerful reminder that how you deliver your message matters as much, if not more, than the words themselves.

Great leaders are mindful of their nonverbal cues. Their posture, facial expressions, gestures, and tone of voice either reinforce or contradict their message.

For example, if you’re delivering tough feedback, but your tone is cold and your body language is closed, the message will likely be met with defensiveness. On the other hand, approaching the conversation with a calm, grounded presence—open stance, steady eye contact, and a composed tone—can invite dialogue and trust.

When rolling out change or addressing uncertainty, your demeanor sets the tone for how your team reacts. Leaders who show steadiness and confidence, even when they don’t have all the answers, foster reassurance and credibility.

2. Set Expectations—And Document Them

Spoken conversations create energy, but written communication creates alignment. Too often, leaders leave meetings assuming everyone is on the same page—only to realize a week later that no one had the same interpretation of the priorities.

Clarity means codifying expectations. After any critical conversation or team meeting:

• Summarize the key takeaways
• Assign ownership and due dates
• Link tasks to larger business goals
• Identify any anticipated roadblocks or follow-ups

Utilize tools such as shared digital scorecards, visual dashboards, or task-tracking platforms (like Asana or Monday.com) to establish a single source of truth. When everyone sees the same plan, progress is faster and accountability is easier to maintain.

The takeaway? If it’s important enough to say, it’s important enough to write down.

3. Make Meetings Moments of Alignment—Not Just Updates

Poorly run meetings are a silent tax on organizations. If your meetings are dominated by updates that could’ve been an email, you’re missing the opportunity to align, strategize, and solve.

Well-run meetings should:

• Start with quick wins or top KPIs
• Focus on solving real issues, not reviewing tasks
• Include space for cross-functional updates or dependencies
• End with clear next steps and assignments

Consider adopting structured meeting formats like the EOS Level 10 or Harnish’s meeting rhythm to improve your meetings. These frameworks are designed to keep conversations focused and purposeful. Always assign a facilitator and designate a note-taker to capture follow-ups.

A good meeting energizes—a bad one drains. Structure, consistency, and clarity make the difference.

4. Build a Culture of Feedback and Psychological Safety

When teams don’t speak up, it’s not usually because they agree—it’s often because they don’t feel safe. And when people withhold ideas or concerns, performance and innovation suffer.

Great leaders create psychological safety: the sense that team members can take risks, ask questions, and voice dissent without fear of punishment or ridicule.

Here’s how to build it:

• Schedule regular 1:1s that include two-way feedback
• Use anonymous pulse surveys to surface concerns
• Publicly thank those who bring up difficult truths
• Make feedback a regular, welcomed part of team culture

Simple leadership questions, such as “What am I missing?” or “If you were in my shoes, what would you do?” invite honesty. And when feedback is acted on, trust multiplies.

Feedback shouldn’t be an event. It should be a rhythm.

5. Eliminate Silos with Push and Pull Communication

Communication systems break down when teams don’t know where to find information—or receive it inconsistently from different sources. That’s why great organizations leverage both push and pull communication strategies.

• Push: Use announcements, newsletters, or direct messages for important updates, decisions, and changes that require action.
• Pull: Utilize digital hubs (such as intranets, Slack channels, or dashboards) for self-service access to policies, status reports, and resources.

Don’t overload every audience with the same level of detail. Tailor the message:

• Executive teams need strategic summaries and risk data
• Project teams need tactical timelines and task assignments
• Frontline employees need clear, actionable next steps

The key is consistency. Decide where each type of information lives, and stick to it. A single source of truth avoids misalignment and keeps everyone rowing in the same direction.

6. Explain the ‘Why’ Before the ‘What’

One of the fastest ways to increase buy-in is to lead with why.

If employees don’t understand the purpose behind a decision, they may comply—but they won’t commit. That’s why explaining the context before giving directions is essential.

Instead of saying:

“We need to cut expenses by 10%.”

Say:

“We’re tightening expenses because we’re entering a slower quarter. This will protect jobs, preserve cash, and give us flexibility to invest when demand returns.”

Tie actions to outcomes. Demonstrate how an individual task aligns with the broader strategy. And whenever possible, connect it to the company’s mission, values, or customer impact.

Storytelling is a powerful tool here. Share examples of how similar actions worked in the past—or how customer feedback is shaping new initiatives. The more human and relevant the “why,” the more energized the “how” will become.

7. Recognize and Reward Clear Communication

If you want more of something in your culture, celebrate it. That includes communication.

Leaders often reward results but overlook the processes that drive those results. Start recognizing people who:

• Summarize discussions with clarity
• Proactively ask clarifying questions
• Bring alignment to complex initiatives
• Speak up to prevent confusion or missteps

Whether through shout-outs in meetings, internal newsletters, or bonus metrics, highlight examples of excellent communication. When clarity becomes a recognized value, it becomes a behavioral standard across the organization.

Clarity Is the Leader’s Superpower

Great communication isn’t about being the loudest or the most eloquent. It’s about being intentional, structured, and empathetic. In a noisy, complex world, clarity cuts through the clutter. It builds trust, drives execution, and creates the conditions for people to thrive.

At Apex GTS, we help leaders and organizations turn communication into a strategic asset. Whether through workshops, executive coaching, or operational strategy, our mission is to create clarity that drives performance and fuels growth.

Start small. Stay consistent. And always choose clarity—because confusion is costly, and effective communication is a cultural asset.