Business Communication Skills

One skill separates great communicators from average ones: Perspective-taking. The ability to see things from someone else’s point of view. But most people do it wrong. Here’s how to do it right, especially when you’re leading or being led: When you’re the boss, persuading down: You’re trying to convince Maria on your team to do something different. She’s pushing back. Your instinct might be to assert your authority. But that’s a mistake. Here’s why… Research shows: The more powerful you feel, the worse your perspective-taking becomes. More power = less understanding. So if you want to persuade Maria, don’t lean into your title. Do the opposite: dial your power down, just briefly. Try this: Before the next conversation, remind yourself: Maria has power too. I need her buy-in. Maybe she sees something I don’t. Lower your feelings of power to raise your perspective. From that place, ask: → What does she see that I’m missing? → What might be in her way? → What’s a win-win outcome? That shift changes the entire dynamic. Instead of steamrolling, you’re collaborating. And that’s how you earn trust and results. Now flip it. You’re the employee persuading your boss. It’s a high-stakes moment. You’re nervous. So do you appeal to emotion? No. Drop the feelings. Focus on interests. Here’s the key question: “What’s in it for them?” Not how you feel. Not your big dream. → Will it save time? → Improve performance? → Help them hit their goals? Make it about their world, not yours. Why? Because every boss has a mental shortcut: → Does this employee make my life easier or harder? Be the person who brings clarity, ideas, and upside. Not complaints, drama, or friction. In summary: → Persuading down? Dial down your power to see clearer. → Persuading up? Focus on their interests, not your emotions. Perspective-taking is a superpower, if you learn how to use it. Now practice, practice, practice.

Want to write like a CEO? Cut the fluff. The best leaders communicate with: ✅ Clarity ✅ Brevity ✅ Impact They don’t send long, rambling emails. They don’t hide behind corporate jargon. They get to the point fast. I have written four books and have advised 300+ CEOs on their communications. Here’s the 5-part writing framework top executives use: 1 – The Subject Line Should Say It All Before you write anything, ask: ➡️ What’s the ONE thing I need them to know? ➡️ What’s the ONE action I need them to take? If you can’t answer this, don’t send it yet. 2 – Lead with the Bottom Line Busy people don’t have time for long intros. 💡 Start with the main point, not the backstory. ❌ “Hope you’re doing well! I wanted to reach out because we’ve been working on…” ✅ “Here’s the update: [Key message in one line].” 3 – Cut the Fluff High-level executives don’t read wordy emails. They scan. ✂ Remove “just,” “I think,” and “wanted to.” ✅ “We should move forward.” ✅ “The results show a 20% increase.” 4 – Be Direct, Not Rude Great leaders are clear, not cold. 🚫 “Per our last discussion, I believe this approach might be beneficial.” ✅ “Let’s move forward with this approach. Thoughts?” 5 – Always End with a Clear Ask ❌ “Let me know what you think.” ✅ “Can you approve this by Thursday?” 6 – Add Warmth Charismatic people are both competent and warm. If you follow 1-5, you may come across as competent but it may be hard to connect. Therefore, add some warmth at the end. ❌ “Looking forward to your response.” ✅ “Appreciate your time on this—excited to hear your thoughts!” 📌 Follow me Oliver Aust for daily strategies on leadership communications.

Confession: I'm a nervous public speaker… (yet I’ll make $1M+ from keynotes this year). Here are 9 strategies that turned my deepest fear into a powerful strength: PHASE 1: PREP WORK Strategy 1: Study the Best. We have the world's best speakers at our fingertips. Use them. Find 3-5 speakers you admire. Watch their talks on YouTube at 0.75x speed. Take notes on their structure and pacing, voice modulation, movement and gestures, audience engagement. Strategy 2: Create Clear Structure. Great speakers don't deliver speeches, they tell stories. Map your journey explicitly: opening hook, 3 key points, memorable close. Tell the audience where you're taking them. Strategy 3: Build Your "Lego Blocks." Don't memorize your entire speech. That's a trap. Instead, perfect these moments: your opening 30 seconds, key transitions, punchlines and closers. Practice in segments, not sequences. When things go sideways (they will), you'll adapt instead of freeze. Weird trick: Practice once while walking or jogging. It simulates the heart rate spike you'll feel on stage. PHASE 2: PRE-STAGE Strategy 4: Address the Spotlight. The Spotlight Effect: We think everyone's watching our every move. They're not. Use the "So What?" approach: Name your worst fear, ask "So what if it happens?", realize it's never that bad. You'll stumble? So what. Life goes on. Your family still loves you. Strategy 5: Get Into Character. Create your speaker persona. Ask yourself: What traits do they have? How do they move? What's their energy? Flip the switch. Become that character. It's not fake, it's your best self. Strategy 6: Eliminate Stress. The "Physiological Sigh" kills anxiety fast: Double-inhale through your nose, long exhale through your mouth, repeat 2-3 times. Science-backed. Immediate impact. PHASE 3: DELIVERY Strategy 7: Cut the Tension. Last week, they asked what song I wanted to enter to. I said "Girl on Fire" by Alicia Keys. They thought I was joking. I wasn't. "It's my 1-year-old's favorite song. Figured he'd be more excited to watch if Dad entered to his jam." Instant laughter. Tension gone. Audience on my side. Find your tension breaker. Use it early. Strategy 8: Play the Lava Game. Your pockets and torso are lava. Don't touch them. This forces you to gesture broadly, open your body, project confidence. Big gestures early build momentum. Strategy 9: Move Purposefully. Don't pace like you're nervous. Move like you own the room. Slow. Deliberate. Purposeful. Use movement to create dramatic pauses. Let your words land. Start with one speech, one strategy: Pick your next presentation—could be a team meeting, a toast, whatever. Choose ONE strategy from this list. Master it. Then add another. Public speaking is a muscle. These strategies are your workout plan. The more you practice, the stronger you get. Remember: Everyone gets nervous. The difference is having a system. Now you have one. Use it. Practice it. Watch yourself transform.

When I started sharing my speaking journey publicly, everything changed. The traditional business advice says "fake it till you make it." But after working with hundreds of entrepreneurs, I've learned something counterintuitive: your biggest breakthrough comes from being transparently vulnerable about your struggles. I was on a call with a successful founder last week. When I asked if he'd spoken at conferences, he froze. "I can't even handle team meetings without sweating." When I shared my own speaking disaster story, forgetting my entire opening at a 500-person conference, something beautiful happened. He realized everyone wanted him to succeed, not fail. Here's what I learned about building in public through transparent speaking: 1. Vulnerability Broadcasting  Share your panic attacks, forgotten openings, and sweaty moments openly. Building your confidence journey in public permits others to be human. Your struggles become someone else's breakthrough story. Speaking fears are universal, your transparency breaks the shame cycle. Others see that success isn't about perfection, it's about persistence. 2. Story Stack Development  Document your 5 go-to stories for any situation and share them. Building your narrative library in public creates accountability for authenticity. Your stories become templates for other entrepreneurs to adapt. Transparency about your frameworks helps others structure their own experiences. 3. Confidence Protocol Sharing  Show your exact pre-speech routine and why it works. Building your confidence systems in public creates replicable frameworks. Your meditation, breathing, and preparation become roadmaps for others. 4. Authority Multiplier Transparency Document how one speech creates 50+ opportunities. Building your authority systems in public shows the compound effect. Your podcast invitations and connection requests become proof of concept. Transparency about speaking ROI motivates others to overcome their fears. 5. Failure Reframe Strategy Share how disasters become your best teaching moments. Building your resilience story in public transforms setbacks into comebacks. Your 15 seconds of silence become someone else's courage catalyst. Transparency about recovery shows that perfection isn't the goal. Others learn that audiences want value, not flawless delivery. This isn't just about becoming a better speaker, it's about creating beautiful, systemized, and impactful ways to share your expertise with the world. When you build your speaking journey in public, you're not just overcoming fears. You're showing other entrepreneurs that their voice matters and their message deserves to be heard. __ Enjoy this? ♻️ Repost it to your network and follow Matt Gray for more. Curious how this could look inside your business? DM me ‘System’ and I’ll walk you through how we help clients make it happen. This is for high-commitment founders only.

From being a stammerer filled with stage fright to delivering 100+ speeches in 4 years! Here are 10 things I did to train myself to be the best at it: 🎤 Practice Small Chunks: Break your speech into smaller sections and practice each part separately before combining them. This makes it easier to remember and reduces anxiety. 🎤 Record and Review: Record your practice sessions using your phone or a camera. Reviewing these recordings helps identify areas for improvement and track progress over time. 🎤 Gradual Exposure: Start by speaking in front of a mirror, then progress to speaking in front of a small group of friends or family, and gradually increase the audience size. This helps build confidence step-by-step. 🎤 Use Flashcards: Write key points or parts of your speech on flashcards. This helps you stay on track during your speech and reduces the fear of forgetting your lines. 🎤 Join Speaking Clubs: Participate in public speaking clubs like Toastmasters. Regular practice in a supportive environment helps you gain confidence and receive constructive feedback. 🎤 Practice with Distractions: Train yourself to stay focused by practicing your speech in environments with potential distractions, such as a noisy room or with background music playing. 🎤 Mirror Neurons: Watch videos of great speakers and try to mimic their body language and speaking style. This activates your mirror neurons, helping you learn by imitation. 🎤 Mindful Breathing: Before speaking, take deep breaths in for a count of four, hold for four, and exhale for four. This helps calm your nerves and centre your mind. 🎤 Positive Visualization: Spend a few minutes each day visualizing yourself giving a successful speech. Picture the audience applauding and yourself speaking confidently. This mental rehearsal can boost your confidence. 🎤 Use Technology: Utilize speech practice apps that provide real-time feedback on your speaking speed, volume, and clarity. This helps you adjust and improve your delivery. When I learned these lessons, I realized that public speaking wasn't something to fear but something to celebrate. To be able to reach more people and create a long-lasting impact! So, if you're struggling like I was, start training your brain. It's not easy, but it's worth it. ❤️ #publicspeaking #growth #communication #softskills

In which of these 2 scenarios, will a sales rep sell more blenders? a) She nails the demo, flawlessly blending a smoothie in front of potential customers b) Same exact pitch, but when she pours the smoothie, she spills it all over the table Dr. Richard Wiseman conducted this exact study. More people bought the blender when she made an absolute mess. This phenomenon is called the "other shoe effect." The underlying principle: We instinctively know people aren’t perfect. So when someone appears too polished in high-stakes moments—job interviews, pitches, first dates—part of our brain asks: “What are they hiding? When does the other shoe drop?” The longer someone appears flawless, the more suspicious we get. This creates a dangerous cycle: • You try to appear perfect in the first impression • The other person's brain gets increasingly distracted wondering about your hidden flaws • When your imperfection finally shows (and it will), it hits much harder than if you'd acknowledged it upfront I learned this the hard way. When I first wrote Captivate, I tried to sound like an academic. My editor called it out: “This doesn’t sound like you.” So I rewrote the intro to be me, very me in a vulnerable way: “Hi, I’m Vanessa. I’m a recovering awkward person.” That vulnerability built instant trust. By dropping my shoe early, I built trust immediately and let readers know they were in good company. This is also how I introduce myself in conversations, and I have noticed everyone laughs and relaxes when I say it. There are a couple situations where you can actively use this effect: • Job interviews: After sharing your strengths, say "One area I’m still growing in is public speaking—which is why this role excites me." • Investor pitches: After a strong open, confess: "One challenge we’re still working through is [X], and here’s how we’re tackling it." • Team meetings: Proactively raise project risks, then offer a solution. Don’t let others discover it first. Rules to remember: • Choose authentic vulnerabilities, not fake ones • Drop your shoe AFTER establishing competence, not before • Pair vulnerability with accountability - show how you're addressing it Remember: The goal isn't to appear perfect. It's to appear trustworthy. And trustworthy people acknowledge their imperfections before others have to discover them.

We are seeing the green shoots of a new style of executive communications. A growing number of CEOs are posting Instagram-style videos on social media aimed at connecting with a younger, larger group of stakeholders. Blackstone President Jon Gray, a pioneer in the genre, recently posted a video of himself explaining the company’s earnings as he strolled down a long corridor at headquarters. The casual walk-and-talk, which appeared on LinkedIn, attracted more than 4,400 likes and 134 comments. It should be required viewing for anyone in PR, IR or executive comms. It’s a strategy I call DTS, or “direct to stakeholder" and it bypasses the traditional avenues of promotion: advertising and public relations/media. Gray’s video, while obviously not unplanned, still has the feel of one-take spontaneity. At one point a woman appears in the background and, realizing she’s in the shot, ducks out. The hallmark of the new style is being casual and seemingly not professionally produced. Videos are shot on an iPhone by a colleague or the person themselves. Written posts use informal language. The most publicized example was a pair of videos Mark Zuckerberg posted about Meta. One announced a new operating system and the other focused on their AR/VR headsets. The response to Zuckerberg was enthusiastic. Brett Dashevsky pointed out: “Zuck has gone full influencer. Mini mic and everything. Raw, authentic with minimal editing. This is the way.” Last week, Shopify President Harley Finkelstein shot his own up-close video on earnings. “Harley is bringing company presidenting into the 21st century,” tweeted PR guru Lulu Cheng Meservey, who recently wrote a “manifesto” urging companies to “go direct” with communications. The comments on Gray’s post were similar. One person wrote that the video showcases “the critical role of having an accessible leader/mentor.” Another said: “Public relations 301…graduate level communications with stakeholders.” Part of the reason the communication style is so notable is that it is so rare. Most executives opt for the traditional route of hiring agencies and rely on press releases, media interviews or coverage on CNBC or Bloomberg TV. The reality is that those avenues are not as effective as they were. Younger people don’t watch as much TV or read newspapers and the majority of mainstream media is behind paywalls. There is an advantage to producing your own content: You can tell your own story to a wider array of stakeholders, including employees. You can also interact with the people who comment. Many of the executives who leverage DTS-style communications are West Coast tech executives, such as venture capitalists Marc Andreessen and Paul Graham or the head of OpenAI, Sam Altman. Some CEOs say they don’t have the time to post online. That will likely change as more of their peers get in the game. Like Jon Gray, they just need to walk and talk at the same time. 

Many leaders undermine themselves without realizing it. But it happens in every email they send. I've coached dozens of leaders who wonder why their emails get ignored. But the pattern is obvious: They write like they're asking for permission instead of leading. Your words decide how people see you. Here's how to write like a leader, not an intern: 1/ From Hesitant → Confident ❌ “When you get a chance” ✅ “I’d appreciate your input by Friday.” 👉 Shows urgency without sounding demanding. 2/ From Passive → Proactive ❌ “Just following up” ✅ “Following up to ensure this is on your radar.” 👉 Turns a reminder into a strategic nudge. 3/ From Uncertain → Direct ❌ “I hope this is okay” ✅ “Here’s what I’m proposing.” 👉 Moves from seeking permission to leading the decision. 4/ From Polite → Professional ❌ “Sorry to bother you” ✅ “I wanted to bring this to your attention.” 👉 Removes apology and adds authority. 5/ From Casual → Clear ❌ “Whenever you have a moment” ✅ “Please review at your earliest convenience.” 👉 Keeps courtesy but reinforces accountability. 6/ From Generic → Intentional ❌ “Thanks so much in advance” ✅ “Thank you, I look forward to your feedback.” 👉 Ends with confidence, not hope. 7/ Lead With Purpose ❌ “Just a quick note to ask” ✅ “Reaching out to request your input on…” 👉 Opens the conversation with clarity and intent. 8/ Speak With Confidence ❌ “I’m not sure if this makes sense” ✅ “Here’s my initial thought, open to your perspective.” 👉 Balances authority with openness. 9/ Make Meetings Matter ❌ “Do you have time to discuss this?” ✅ “Would you be available for a 15-minute sync?” 👉 Protects time and drives purposeful collaboration. 10/ Move Ideas Forward ❌ “I think we might want to” ✅ “I recommend we proceed by…” 👉 Turns uncertainty into decisive leadership. 11/ Keep Momentum High ❌ “Hope you’re well, just wanted to touch base” ✅ “Checking in on progress on our last discussion.” 👉 Reinforces consistency and forward movement. You don't have to write longer emails. You need to write clearer ones. You don't need to use more words. You just need to use better ones. ♻️ Repost and follow Justin Bateh, PhD for more.

A 7-figure-earning seller has executive presence in every conversation. It’s something I call the “automatic voice.” Here’s how it works: You can speak with authority, confidence, and experience on demand. Nothing is hurried. There is no jargon. Little product or solution is spoken of. It’s devoid of any desperation. There is no sense of “I need this.” If anything, there is a purposeful use of silence and cliffhangers. An air (not of arrogance) of, “Are you worthy of *my* attention?” Your automatic voice is crafted over time. But you can be deliberate about practicing it no matter where you are in your career: - Trying to land your first job - Trying to make your first sale - Trying to close your first mega-deal To stress-test it, imagine you’re on a 3-hour flight next to the CEO of your top account. How could you hold a conversation with them the whole time, and upon landing, they’re asking for your card…not the other way around? There are 5 main ingredients you need: 1. Personal experience. You have an interesting story or two that only you could talk about. For example, I didn’t graduate from college, but I have an interesting reason why - I left to try to play professional soccer in Eastern Europe. Instead of shying away, I beam when asked, “Where did you go to school?” Use situations, good or bad, to highlight what makes you unique. 2. Domain expertise. This is something you’re passionate about that you could talk about in your sleep. For example, I’ve always been drawn to creating systems. No matter what I sold or what industry I sold into, I could always revert back to a conversation about the impact of using systems (mental models, frameworks, etc.). Having something that you can apply universally gives you authority. 3. A before and after. This is a story about a situation that started in the gutter, but after your influence, transformed into something great. The key is to not deliver it through ego-centric bragging but to demonstrate the humble discoveries you made. It’s your hero’s journey - either through a client’s perspective or your own. Either way, it should demonstrate how you think and operate in the face of adversity. 4. A big idea. This is a contrarian view and a deeply held belief you’re passionate about. For example, when I was selling conversational AI to global brands, the big idea was that a major company should kill their 1-800 number. The big idea should be something that invites them to ask questions. 5. A reason why. This is something exciting, almost exclusive, that you’re working on at the moment. For example, I once proposed a half-billion-dollar proposal to a large telco. When engaged with other prospects, this created intrigue. Why? Because big idea people want to work with other big idea people. They’re feeling like they want to be a part of your special VIP club. 🐝

Over two decades I've trained thousands of salespeople and leaders on the art of connection—the single MOST important skill in business (and maybe life). Yet, when asked, most people struggle to pinpoint the subtle, quiet nuances that separate good communicators from the truly great ones. So, what are the underrated communication superpowers of the best leaders and sales pros? Here are seven that change everything: 1️⃣ Never flinching. No matter the objection, price concern, or even a moment of silence—they remain calm and unshaken. Their positive energy never wavers. This composure breeds incredible trust. 2️⃣ Asking questions that stop people in their tracks. The kind of questions that make someone say, “No one has ever asked me that before.” These are the a-ha moments where breakthroughs happen and connections deepen. 3️⃣ Reading the room like a pro. They don’t just hear words; they feel the energy of the room. They know when to pause, engage, or redirect—and how to make every person feel seen, heard, and valued. When they leave, everyone thinks, “That person really gets me.” 4️⃣ Perfectly matching communication styles. Whether it’s tone, energy, or body language, they align with others seamlessly—without losing authenticity. This isn’t mimicry, it’s creating connection. And when people feel understood, trust becomes inevitable. 5️⃣ Embracing silence like it’s a secret weapon. Great communicators don’t fear the pause. They know silence isn’t awkward—it’s a breakthrough catalyst. 6️⃣ Being disarmingly honest. They tell you what you need to hear, not just what you want to hear. But here’s the difference—they do it with care. You don’t just hear the honesty; you feel the deep empathy behind it. 7️⃣ Making the complex simple, without ego. They don’t care about sounding smart—they care about creating clarity. By cutting through complexity, they don’t just explain, they connect. It’s not about impressing others, it’s about communion. Here's another interesting fact: Almost no company specializes in training sales and leadership teams on these skills. That's why my partners and I started The Question First Group. Our mission is to create master communicators who lead with curiosity, inspire with authenticity, and connect deeply with purpose in every situation. So ask yourself: 👉 How many of these superpowers does your team already have? 👉 What could happen if they mastered all seven?