Proper micro-messaging means the difference between engaged and unmotivated teams.
Great leaders communicate intentionally. While we often focus on grand speeches, big presentations or well-crafted emails, the reality is that leadership influence is shaped by the small, everyday words leaders use. Over 40% of workers experience a decline in trust in leadership and their team when communication is lacking.
A study from Gallup revealed that only 13% of employees worldwide feel engaged at work, with poor leadership communication being a key driver of disengagement.
These subtle linguistic choices—known as micro-messages—can have an outsized impact on employee engagement.
According to research, employees who consistently receive positive reinforcement through communication tend to experience significantly higher levels of engagement and productivity. Employees who feel valued through positive reinforcement see an increase in productivity compared to those who don’t receive recognition.
Why Language Matters In Leadership
Language is more than a medium for sharing ideas; it’s a tool for shaping perception, building trust and inspiring action. Neuroscience research shows that the words we hear influence our emotions and behaviors. For leaders, even small word choices can signal empowerment or, conversely, a lack of confidence and trust.
For example, consider the difference between these two phrases:
• “I think you should try this.”
• “I believe you can do this.”
The first phrase introduces hesitation, while the second inspires confidence. The difference? A subtle shift from “think” to “believe,” which conveys conviction.
Common Micro-Messages That Undermine Leadership
- “I just wanted to check in.” The word “just” minimizes the importance of the message, making it seem less intentional. A better alternative: “I wanted to check in on our progress.”
- “Does that make sense?” This phrase can imply that the listener may not be capable of understanding. A better alternative: “Let me know if you have any questions.”
- “I like your idea, but we need to tweak it.” This weakens the leader’s message because “but” often negates the positive statement before it, making feedback feel dismissive. A better alternative: “I like your idea, and we might refine it further by doing this.”
- “I’ll try to get this done.” The word “try” introduces uncertainty and a lack of commitment, making it seem like the task may not be completed. A better alternative: “I will get this done by [specific time].”
- “You should have…” This phrase often comes across as accusatory and focuses on past mistakes rather than future solutions, which can discourage employees. A better alternative: “Next time, a helpful approach could be…” or “Here’s how we can improve moving forward.”
How Leaders Can Use Micro-Messages To Build Trust
Use Affirmative Action
By using affirmative language, leaders instill confidence in their team members. This communication style uses words and phrases that reinforce trust and action rather than uncertainty or hesitation.
- Instead of saying, “I’ll try to get that done,” say, “I will get that done.”
- Instead of, “You might want to consider,” say, “I recommend.”
Use Future-Oriented Language
Future-oriented language focuses on possibilities, solutions and progress rather than dwelling on past mistakes or limitations.
- Instead of “That didn’t work,” say, “Here’s what we can learn from that experience.”
- Instead of “This is a problem,” say, “Here’s an opportunity to improve.”
Use Actionable Language
Actionable language is clear, specific and results-driven; this language style gets right to the point.
- Instead of “I think we should,” say, “Based on our strategy, let’s proceed with…”
- Instead of “Hopefully, we can achieve this,” say, “Our goal is to achieve this.”
Small words have big consequences. By being mindful of language choices, leaders can transform routine conversations into powerful moments of leadership.
