Communication is the backbone of effective leadership. Leaders today must navigate a wide range of communication methods, from face-to-face meetings to online tools. However, with more digital options available, many people are losing their communication skills. What I’ve realized is that the diverse options make productive conversations harder to achieve. Let’s dive into this article to explore the art of one-on-one communication in leadership. This includes the tools and techniques that can improve both online and in-person interactions.

Today’s State of Work Communication

The rise of online communication tools like Slack and Zoom has changed how we connect with coworkers. While some conversations are best held face-to-face, in some industries 80% of work communication can happen online. These tools offer a streamlined way to share information and collaborate.

And for task management, we have platforms like Asana and Notion.

Yet, as communication becomes more digital, many people struggle with maintaining meaningful interactions. The convenience of online tools has made it easy to avoid difficult conversations or misinterpret tone and intention. This growing gap between all-digital and in-person communication means leaders must pay closer attention to how they communicate with their teams.

The 80/20 Rule in Communication

One of the most effective strategies for leadership communication is the 80/20 rule. In this context, it means that if 80% of your online communication runs smoothly, the remaining 20% of in-person interactions will be more rewarding.

Why is this balance so crucial? Online communication, when done correctly, can handle routine tasks, updates, and problem-solving. But for complex discussions or important feedback, one-on-one communication in person is often more impactful. As long as online conversations are clear and efficient, face-to-face meetings become opportunities to deepen relationships and address critical issues.

Best Practices for One-on-One Communication

For one-on-one communication to be effective, there must be clear guidelines. Every team member, whether introverted or extroverted, should follow the same communication protocols. This helps prevent miscommunication and ensures that everyone knows what to expect.

Here are some best practices for one-on-one communication:

• Regular Feedback Sessions: Regular check-ins, at least every 3 to 6 months, are important, especially for new hires or those in changing roles.
• Scheduled Conversations: Leaders should be organized and stick to scheduled one-on-one meetings. This ensures that no one is overlooked, even in larger teams.
• Ask in Advance: It’s helpful to ask employees how often they feel the need for personal feedback. Some may need more frequent sessions, while others may not.

Insights from Kenny Brewster

In an insightful conversation with Kenny Brewster, he emphasizes the power of listening in one-on-one communication. A key takeaway is the technique of summarizing what the guest or employee has said. This is beneficial for everyone involved:

• For you as the leader, summarizing helps confirm key points and ensures better retention.
• For your guest, it signals that they are being heard and understood, allowing them to clarify or expand.
• For the audience or team, it highlights the main points, making communication clearer and more direct.

This simple practice can transform how you handle conversations, making sure everyone stays aligned and engaged.

You can watch the full video on YouTube:

Summary

Mastering leadership communication requires finding the right balance between digital tools and face-to-face interactions. While online platforms like Slack and Zoom handle the bulk of workplace communication, one-on-one meetings remain vital for building strong relationships and offering meaningful feedback. By following clear communication protocols and applying strategies like the 80/20 rule, leaders can improve the quality and efficiency of both digital and in-person conversations.

Effective communication doesn’t happen by accident—it’s about being intentional, listening actively, and making sure that everyone feels heard. And as Kenny Brewster suggests, sometimes, a simple summary is all it takes to make a conversation truly engaging.