Some Thoughts on Communication
2026-02-11
Communication is one of the main ways leadership shows up in everyday work. Whether we intend it or not, our words, tone, and questions shape how others think, decide, and act. In my work with research leaders, a small number of communication patterns come up again and again.
Below are five that make a noticeable difference.
Communication is about acquiring information
Many people approach conversations primarily to express their views. In leadership, communication works better when it is treated as data acquisition. Every conversation contains information: about the work, about constraints, and about how others see the situation. If we are not taking in new data, we are unlikely making good decisions.
This is why listening is not passive. It is an active form of observation.
Use open questions to promote thinking
When leaders ask closed questions, they often get quick answers but little insight. Closed questions are useful for checking facts, but they rarely generate learning. Open questions (“what…?”, “how…?”, “when…?”) engage the other person’s thinking and often lead to connections they had not yet made themselves.
A good indicator of a useful question is a pause. If the other person needs a moment to think, their insight is likely deepening.
Be careful with “why”
Many people are surprised when I suggest reducing the use of “why” in leadership conversations. In research, “why” has an understandably special status. In conversations with people, however, it can easily trigger defensiveness when people feel the need to justify themselves.
If the goal is understanding, however, alternatives such as “how come…?” or “for what reason…?” often lead to better results.
Paraphrase before you respond
Paraphrasing what you have heard serves two purposes. First, it allows the other person to correct possible misunderstandings early. Second, it signals that their contribution has been taken seriously. Both of these contribute to improved relationships and more effective conversations.
It also gives you a moment to slow the conversation down before responding.
