Good communication is at the heart of being a strong manager, but it’s not just about what you say—it’s also how, when and to whom you say it. Choosing the right method for the message can make all the difference between confusion and clarity, or frustration and trust.

Different situations call for different styles. For example, if a manager needs to share a quick reminder about a meeting change, a short email or message on a team chat is perfect. It’s fast, clear, and doesn’t need a big conversation. But if the topic is more sensitive—like giving feedback or discussing personal development—then a face-to-face chat, or at least a video call, is a much better choice. It shows respect and gives space for questions or emotions.

The audience also matters. What works for one group might not work for another. If you’re talking to senior leaders, you’ll likely need to be more formal and stick to key points, maybe in a written report or presentation. But when chatting with your team, a more relaxed style often works best. For example, sharing updates in a short weekly meeting helps keep everyone in the loop without flooding their inboxes.

Timescales are another important factor. If something is urgent, a quick phone call or instant message is best—it gets the job done fast. But for something that needs more thought, like planning a project, it’s better to send details ahead of time in an email, then arrange a meeting to talk through the plan properly. This gives people a chance to prepare and means the conversation will be more productive.

Managers also need to think about how often they communicate. Too many messages and people start tuning out. Not enough, and people feel left in the dark. A good balance helps the team feel informed but not overwhelmed. For instance, some managers hold a short daily check-in or a weekly catch-up, which gives everyone a chance to raise issues, ask questions, or share progress.

It’s worth remembering that communication is a two-way street. It’s not just about telling people things—it’s also about listening. A supportive manager gives space for team members to share ideas or concerns, and chooses the right setting to encourage honest talk. For example, someone might not want to raise a problem in a group meeting but would happily discuss it one-to-one.

In short, effective communication is about making smart choices. Use quick methods for quick updates, take time for the big conversations, and always consider your audience. By picking the right method for each message, a manager shows respect, builds trust, and helps the team stay on track and connected.

This post assists completion of the following unit criteria:

301/ML11 3.3 Use communication methods that are appropriate to the topics, audience and timescales