Mindful Communication
How to Be a More Mindful Communicator
For decades we’ve known about the importance of effective communication in the workplace. Research demonstrates that it can lead to a range of positive outcomes, from better collaboration to greater employee engagement. However, many individuals continue to struggle with developing their communication skills. The good news is that communication is a skill that can be learned and refined. With the right coaching and practice, you can become a more mindful communicator, improving your ability to listen and express yourself clearly.
At its core, communication is about responding to people in a thoughtful manner. When people sense you are not present during a conversation, they may assume you do not agree with them, do not value what they are saying, or do not value them and their time. This can lead to misunderstanding, strained relationships, and a further breakdown in communication – but by engaging in mindful communication in the workplace you can demonstrate your presence in a discussion and help to break down these communication barriers.
What is Mindful Communication?
The first step to becoming a mindful communicator involves understanding what mindful communication is. Mindful communication involves applying principles of mindfulness to the way we correspond with others. These principles include setting an intention, being fully present, remaining open and non-judgmental, and relating to others with compassion. In essence, mindful communication is about bringing a greater level of awareness to the two major components of communication: listening and speaking. Next, we explore these areas in greater detail, outlining how to approach each conversation with a mindful attitude.
Mindful Listening
It may be rather obvious to say, but the goal of mindful listening is to understand what the speaker is trying to convey. It involves taking an interest in what others say and giving them our full attention. Unfortunately, as is well reflected in the following quote by author, professor, and management-expert Stephen Covey, few people manage to listen effectively.
“Most people do not listen with the intent to understand; they listen with the intent to reply.” – Stephen Covey
By practicing mindful listening, you can improve communication, build stronger relationships, and foster deeper connections in both personal and professional settings.
Four Common Barriers to Mindful Listening
There are four common roadblocks to mindful listening that can draw our attention away from what is being said and take us out of the present moment, interfering with our ability to truly understand what others are saying. These are:
- Comparing your thoughts and experiences to others
- Mind Reading and trying to predict what the speaker will say next
- Rehearsing what you plan to say
- Judging what the speaker is saying before they have finished
How to Improve Mindful Listening Skills
To become a more mindful listener, try to avoid focusing on yourself, interrupting others, finishing other’s sentences, planning a response while others are speaking, or making judgments while people are still speaking. Instead, you can demonstrate that you were listening attentively by paraphrasing what the speaker has said and asking for clarification when necessary.
Best Practices for Active and Mindful Listening
Part of mindful listening also involves learning to become comfortable with silence. For many, this means slowing down and allowing others to finish speaking. It also means giving people the space to collect their thoughts before jumping in. When you approach conversations with the intention to understand, it is important to refrain from leading the conversation. Give others the time and space they need, and you are likely to find the resulting discussion more meaningful and informative.
Mindful Speaking
The second major component of effective communication is mindful speaking. The goal here is to stay on topic while also paying attention to how others are responding to what you’re saying. By observing others behavioural response to your message, you can clarify your message as needed.
How Mindless Speaking Affects Communication
Mindless speaking occurs when we talk without intentional thought or awareness, often leading to unclear or ineffective communication. When we do not pay attention to how we are speaking we are more likely to stray from our main point, devolving into tangents. Mindless speaking is also more likely to involve disclaimers, rationalizations, hurtful comments, and repetitions, which can interfere with the message you are trying to send. By practicing mindful speaking, we can stay improve the quality of our conversations, and ensure our words have a meaningful impact.
How to Be More Mindful of What You Say
To become a more mindful speaker, pay careful attention to what you are saying. Make an effort to be concise, direct, and specific, providing examples to illustrate your point where appropriate. This also shows that you are respectful of others’ time and attention by focusing on what is most important to share. Being truthful and authentic is also essential for mindful speaking in business settings. This will help to build trust and encourage others to do the same.
Examples of Mindful Communication at Work
Mindfulness is the practice of being fully present and intentional in the moment, without distraction or judgment. In the workplace, mindful communication means actively listening, thoughtfully responding, and engaging with others in a way that fosters clarity, respect, and collaboration. Studies have shown that mindful communication is positively correlated with how followers rate their satisfaction with leaders’ communication, and leadership overall.1 By actively choosing to engage with colleagues in a thoughtful and intentional manner, business leaders can transform everyday interactions into opportunities for growth and connection. Here are a few examples of mindful communication at work.
1. Active Listening in Meetings
Imagine a project meeting where every team member provides updates and contributes ideas. A mindful leader sets aside distractions and listens intently, reiterating key points to confirm understanding. This might look like pausing after someone speaks, asking clarifying questions, or summarizing what was said before adding additional ideas. Such practices not only validate the speaker but also foster a collaborative atmosphere where diverse perspectives are valued.
To learn more about active listening, download SIGMA’s guide: Great Leaders Listen.
2. Thoughtful Email Correspondence
Emails are a staple in business communication. Mindful emailing means taking a moment to review tone, clarity, and intent before hitting “send.” Instead of a curt message, consider opening with a friendly greeting, clearly stating your purpose, and acknowledging the recipient’s time. This small investment can prevent misunderstandings and help build stronger professional relationships.
3. Empathetic Feedback Sessions
Delivering feedback is crucial for professional development, but the way it’s communicated can make all the difference. In a mindful feedback session, a manager ensures the conversation takes place in a private, comfortable setting. They begin by acknowledging the employee’s strengths before gently discussing areas for improvement. This balanced approach creates a safe space for dialogue, allowing employees to view feedback as a constructive tool rather than personal criticism.
To learn more about providing feedback, download SIGMA’s guide: Great Leaders Develop Others.
4. Navigating Conflict with Calmness
Conflicts can arise even in the most harmonious workplaces. Mindful communication during tense situations means pausing, breathing deeply, and considering the perspectives of all parties involved. Instead of reacting impulsively, a mindful approach involves asking open-ended questions to uncover the root cause of the conflict. By doing this, teams can turn challenging moments into opportunities to resolve issues collaboratively and strengthen their working relationships.
To learn more about conflict management, download SIGMA’s guide: Great Leaders Manage Conflict.
The Strategic Value of Mindful Communication
Incorporating mindful communication strategies into daily business interactions is more than a soft skill — it’s a strategic asset. Leaders who practice active listening, craft thoughtful emails, provide empathetic feedback, or calmly resolve conflicts, contribute to a workplace that is more positive, efficient, and innovative. By incorporating these principles into daily interactions, leaders can inspire stronger connections, foster trust, and ultimately drive better business outcomes.
How SIGMA Can Help
At SIGMA, we can help you develop your communication skills and become a more mindful communicator. Check out our mindfulness offerings, including our webinar, workshops, and one-on-one coaching services. Contact us for more information on how mindfulness can help you improve conversation quality.
- Arendt, J. F. W., Pircher Verdorfer, A., & Kugler, K. G. (2019). Mindfulness and Leadership: Communication as a Behavioral Correlate of Leader Mindfulness and Its Effect on Follower Satisfaction. Frontiers in psychology, 10, 667. https://doi.org/10.3389/fpsyg.2019.00667 ↩︎