Strong communication builds trust, credibility, and alignment. Poor communication does the opposite - it confuses, frustrates, and erodes confidence in a leader. Many executives underestimate how small speech habits, unclear framing, or over-talking can quietly undermine their presence.
Here are the most common pitfalls to avoid in executive communication - and what to do instead.
1. Vague or Unclear Communication. Senior leaders don’t have time to guess what you mean. Passive statements like “We might need to adjust some processes” leave others wondering: which processes, how much, and by when?
Instead: Be specific. “We need to update the vendor onboarding process to cut approval time from three weeks to one.” Precision creates confidence.
2. Over-Talking and Losing the Point. Long-winded updates bury the lead and lose your audience. The more detail you share, the harder it is for others to discern what matters.
Instead: Use the bottom-line-first approach. Start with the headline, then explain if needed. Think: Answer → Context → Detail. Example: Instead of saying, “We’ve been exploring different vendors for the past six weeks, meeting with four different firms, evaluating costs and implementation timelines…” say, “We recommend Vendor A — it’s the fastest to implement and most cost-effective. Here’s why.”
3. Dodging the Question. One of the fastest ways to erode credibility is to talk around a question without answering it. Executives notice when you dance instead of deliver.
Instead: Acknowledge the question and respond directly. If you do not know, say so — and commit to following up. Confidence comes from honesty, not from having every answer.
4. Making Things More Complex Than They Are. Complexity does not make you sound smarter; it makes you harder to follow. Leaders who restart from the beginning or pile on explanations risk confusing everyone.
Instead: Simplify. Structure your response in chunks (e.g., “There are two risks and one opportunity”). Guide people step by step, rather than swirling them in detail.
5. Interrupting or Talking Over Others. Cutting people off signals impatience and undermines trust. Even if unintentional, it conveys that you value your voice more than theirs.
Instead: Pause, listen, and build. A powerful phrase is: “I’d like to build on what Sarah just said…” It shows respect while reinforcing your point.
6. Weakening Your Words. Seemingly small words and habits can undercut your authority. Common culprits include:
· “Just” – Makes your point feel small or tentative (“I’m just checking in”). → Say: “I’m checking in.”
· “Actually” – Implies surprise that you have something worth saying (“I actually have a question”). → Say: “I have a question.”
· “Kind of / A little bit” – Softens your conviction (“I kind of think…”). → Say: “I think…”
· “I’m sorry” (as filler) – Over-apologizing diminishes authority (“Sorry to bother you”). → Say: “I’d like to discuss…”
· “Am I making sense?” – Signals self-doubt. → Say: “How does that land with you?”
· Uptalk – Ending statements like questions makes you sound uncertain. → Use a steady tone.
Instead: Drop qualifiers and speak directly. Leaders who use clear, confident phrasing project authority and make it easier for others to follow their lead.
Communication mistakes do not just distract — they diminish executive presence. Vague language, rambling, dodging, or weak phrasing can cause others to lose confidence in your message. The best leaders avoid these traps by being clear, concise, and confident — and by creating space for others to contribute.
Reflection Question: Which of these habits do you most need to unlearn, and what will you practice instead to strengthen your communication? Comment and share below; we’d love to hear from you!
Quote of the Day: “Wise men speak because they have something to say; fools because they have to say something.” – Plato
The next blog in this series 4/9 will focus on presentation formats to enhance your communication
As a leadership development and executive coach, I work with leaders to sharpen their executive communication skills. Contact me to explore this topic further.
Which mistakes do you see often?