In a recent episode of The AEC Leadership Podcast (formerly the Engineering Career Coach Podcast), host Rebecca Swabey sat down with Ruth to delve into the crucial communication skills essential for AEC (Architecture, Engineering, and Construction) leaders. The conversation offered practical tools and strategies to enhance speaking abilities, lead with confidence, and make a lasting impact, even in data-heavy environments.
Here are the key highlights from their discussion:
1. Speaking is a Habit, Not a Natural Talent:
Ruth emphasizes that great speakers aren’t born; they’re made through consistent practice and self-reflection. To improve, it’s crucial to be willing to listen to yourself. Just like Rebecca’s experience with her own podcast, recognizing areas for improvement by actively listening to your recordings is vital. This built-in feedback system is your best tool for growth.
2. The Power of Audience-Centric Communication in Technical Fields:
For technical communications, knowing your audience’s level of expertise is paramount. The worst mistake is to overwhelm them with information they don’t need or present it in a way they can’t easily digest. Aligning your content and storytelling with the audience’s existing questions or the questions you need them to have is the most important factor. It’s about delivering the “one or two pounds” of information they care about most, rather than the “100 pounds” you possess. Every communication should activate a specific call to action.
3. Cultivating Communication Skills in Teams:
Leaders can foster stronger communication skills in their teams by creating “low stakes” opportunities for practice. These can be as simple as rotating who gives a three-minute update in staff meetings or conducting quick simulations for client meetings. The key is to provide formative assessment opportunities where the consequences are low, allowing team members to build confidence without the pressure of a high-stakes environment. Importantly, leaders should make expectations explicit, rather than assuming implicit understanding, by detailing timeframes, practice expectations, and client preferences.
4. Addressing “Shaded Habits”:
Ruth introduces the concept of “shaded habits,” minor communication quirks (like filler words or talking too fast) that go unaddressed in low-stakes situations but can significantly hinder performance in high-stakes moments. Managers and leaders have a responsibility to kindly and gracefully provide feedback on these habits before they become detrimental to a team member’s career.
5. Giving Effective Feedback:
When offering feedback, it’s not enough to simply point out a problem (e.g., filler words). The most effective approach is to also provide a clear alternative. For instance, to combat filler words like “um,” Ruth suggests practicing taking a breath. This simple trick allows for a natural pause, giving both the speaker and the audience a moment to process. It’s also crucial for managers to create a social contract where feedback is expected and to provide space for individuals to practice and develop without interruption or judgment.
6. Common Missteps in Group Presentations and Pitches:
In high-stakes team pitches, common pitfalls include underestimating time, over-relying on slides, and failing to read the room. It’s essential to have a clear understanding of engagement rules, including timing, and to be present and responsive to audience cues. The goal is to have a conversation, build trust, and demonstrate problem-solving abilities, rather than just delivering information.
7. Navigating Difficult Client Conversations:
When facing challenging client conversations, project managers can build confidence by leading with the bottom line (even if it’s difficult news) and then listening. Allowing the client to express their emotions and acknowledging their frustration can be incredibly impactful. Understanding what truly triggers the client’s emotion (budget, timeline, quality, safety) and addressing that “elephant in the room” first is key. Lastly, managing your own emotional and stress response by staying grounded (through breath, body awareness, or a calming mantra) prevents defensiveness and allows for better focus on the client’s needs.
8. The Indispensable Role of Storytelling (Even with Data):
Storytelling is not just for creative fields; it’s a vital component of influential communication, especially in data-heavy environments. Drawing on Aristotle’s rhetorical triangle (ethos, logos, pathos), Ruth explains that while expertise (ethos) and logic/data (logos) are important, emotion and resonance (pathos) are achieved through storytelling. Stories don’t have to be long; they can be quick anecdotes, metaphors, or analogies that add a sensory dimension, making information more accessible and memorable. They allow the audience to connect emotionally and understand the “why” behind the data.
9. The Power of Repetition in Team Preparation:
For winning pitches, the number of repetitions a team practices together is crucial. This involves dedicating time to run through timings, slides, Q&A strategies, and approved stories. Despite busy schedules, investing in thorough practice ensures better preparation and a higher chance of success.
10. Pick One Habit and Conquer It:
Ruth’s final advice is to start small. Identify just one communication habit that might be holding you back. This could be anything from making time to practice, eliminating filler words, better understanding your audience, or improving your slides. Recognize that speaking is a skill that improves incrementally, like building muscles hiking at a local park, rather than scaling Mount Everest overnight. Observing others can inspire, but true improvement comes from actively working on your own habits.
All in all, this conversation is a powerful reminder that effective communication is a continuous journey of learning and refinement, especially for leaders in dynamic fields like AEC. By focusing on audience needs, practicing consistently, and embracing feedback, professionals can significantly enhance their ability to connect, influence, and lead with confidence.
