Before You Find the Words, Start by Listening

Good communication begins long before anyone speaks.

We often think of good communication as being able to express ourselves clearly. We focus on finding the right words, putting together a compelling presentation or delivering a speech that leaves an impression.

But some of the most important work in communication happens before a single word is written.

It starts with listening.

Whether you're leading a team, speaking at a conference, communicating a change within your organisation or sharing the story of a community project, understanding what needs to be communicated is just as important as how you communicate it.

And that understanding doesn't always come from asking more questions. Sometimes, it comes from taking the time to really hear the answers.

Listening is more than hearing

In a busy workplace, conversations can become transactional. We move from one meeting to the next, think about what we need to say and prepare our responses while someone else is still talking.

We might hear the words, but have we understood the meaning behind them?

Active listening means giving someone your attention, being curious about their perspective and taking the time to understand what they're trying to communicate. It means being willing to pause, ask a follow-up question or reconsider what you thought you already knew.

For leaders, this can make a real difference. People are more likely to share useful information, raise concerns and contribute ideas when they feel their perspectives are being taken seriously.

For anyone communicating an important message, listening can reveal something equally valuable: what people actually need to know, what matters to them and what might be getting in the way of understanding.

The message behind the message

Sometimes, what someone initially asks for isn't quite what they need.

A business leader might request a speech for an upcoming event. A community organisation might want help presenting a project to potential supporters. A team might need to communicate a change in direction.

The immediate task seems straightforward: write the speech, prepare the presentation or put the message into words.

But before starting, it's worth asking a few more questions.

What are you trying to achieve? Who is your audience? What do you want people to understand, feel or do after hearing your message? Is there something important that hasn't yet been expressed?

Sometimes, we get so caught up in what needs to be produced that we forget to ask why it matters in the first place. Because a beautifully written speech can still miss the mark if it doesn't reflect the speaker, connect with the audience or communicate what genuinely matters.

The same applies to leadership communication. Clarity isn't simply about making a message sound polished. It's about making sure the message is the right one in the first place.

Finding the right words takes understanding

Good communication should feel authentic. It should sound like the person speaking, reflect the values of the organisation and make sense to the people receiving it.

That requires more than good writing.

It requires understanding the person behind the message, the circumstances surrounding it and the audience who will hear it.

Sometimes, the challenge is working through a collection of ideas to find the central message. Sometimes, it's helping someone articulate something they've understood intuitively but haven't yet found the words to express. And sometimes, it's recognising that a simpler, more direct approach will communicate far more effectively than a page of carefully crafted language.

This is where listening, storytelling and writing come together.

The aim isn't to make someone sound like a different person. It's to help them communicate what they mean with clarity, confidence and purpose.

A more thoughtful approach to communication

We can't control how every message will be received, and even the clearest communication can be misunderstood. But we can be more intentional about how we prepare, how we listen and the words we choose.

Before your next presentation, important conversation or organisational announcement, take a moment to consider:

• Purpose: What is the most important thing I need to communicate?

• Audience: What does this person or group need to understand?

• Understanding: Have I listened carefully enough to know what matters?

• Clarity: Can I express the message simply and authentically?

• Connection: Does the message reflect who we are and what we stand for?

  
  

These questions may seem simple, but they can change the way we approach communication.

Because the goal isn't merely to say something well. It's to make sure we're saying something that matters, in a way that helps others understand why it matters.

I believe the strongest communication begins with understanding the people, purpose and stories behind the message. Whether that means shaping a speech, developing leadership messaging or helping an organisation share its story, the starting point is the same: listen first, then find the words.