Mastering Communication: The Balance of Authenticity and Professionalism

Communicating professionally while staying true to ourselves is no easy feat, especially in corporate environments where directness or being too casual is often frowned upon. They call it work for a reason: we shouldn’t be so raw or relaxed that we compromise professionalism, but we must also avoid diluting our messages to the point of being inauthentic. Balance is key.

To be successful, we need clarity of purpose and a strategic approach to our messaging. In a world dominated by political correctness and euphemisms (e.g., calling layoffs “eliminating redundancies”) effective communication goes beyond mere transmission and articulation. It’s about crafting messages that create the impact we desire on our audiences. Without that alignment, our communications can quickly devolve into mere expressions (i.e., venting) rather than constructive exchanges that produce positive results.

Communication is particularly challenging in diverse settings so those of us who excel at it are often highly regarded. To resonate with our audiences, we must first know our objectives and understand how to achieve them. Thoughtful communication has to be tailored, considering our audience's emotions, backgrounds, and potential biases. Planning helps us optimize that. Having a plan does not guarantee our success, but it significantly increases our chances of attaining desired outcomes. As the saying goes, “Failing to plan is planning to fail.”

Authenticity is crucial to cultivate genuine connections, but its meaning can vary from person to person, often leading to misinterpretations. Some see authenticity as unfiltered honesty, believing that sharing one's thoughts exactly as they come to mind is the goal and reflects sincerity. However, that rawness sometimes undermines the effectiveness of our message. On the other hand, overly polished communications come off to many receiving them as fake or disingenuous. Over-polishing can also mask valid sentiments which deserve to be shared. Striking the right balance between authenticity and professionalism in the workplace is key.

As leaders, our words carry immense weight. It's important that we are mindful of external factors, such as a person’s mood or personal circumstances, for these things can influence people's receptiveness to our message. For instance, if someone is stressed or preoccupied, they might consider a small request a burden rather than view it as an opportunity to assist.

Also, recognizing that cultural, racial, political, and unconscious biases can complicate interactions is necessary to craft effective messages. A colleague might feel their job security will be threatened by a new initiative, leading to them to defensiveness. Understanding these complexities not only enhances our ability to strategically tailor our communication; it can open doors that re closed and encourage constructive dialogues that solve real challenges.

In my own communications journey, I’ve adopted several best practices that I tactically apply.

Here are twelve techniques that help me as I strive to strike and maintain that delicate balance between authenticity and professionalism:

1. Know Your Audience

Understand their perspectives and mindsets.

Authentic: “I know you’re swamped, but I need you to take on another project.”

Polished Alternative: “I appreciate your time and commitment. Could we schedule a moment to discuss a new project that might enhance our team’s effectiveness?”

2. Practice Active Listening

Engage in conversations where you truly listen; don’t just mentally rehearse your responses.

Authentic: “I hear you, and I get why you’re upset.”

Polished Alternative: “I appreciate your perspective and understand your frustrations. Let’s work together to address these issues.”

3. Utilize Code-Switching

Adapt your language and tone as needed to suit your audience.

Authentic: “I know it sounds boring, but we need to do it.”

Polished Alternative: “I understand that the material may seem unengaging, but it’s crucial for our success.”

4. Acknowledge Emotions

Be open about your feelings and encourage others to express theirs as well.

Authentic: “I’m annoyed with how this is going.”

Polished Alternative: “I’m somewhat frustrated with the current situation. Your input on how we can improve would be appreciated.”

5. Focus on Shared Goals

Frame requests around common objectives.

Authentic: “We need to fix this for all our sakes.”

Polished Alternative: “Addressing this issue aligns with our collective goals and benefits the entire team.”

6. Be Transparent

Share your reasoning behind requests.

Authentic: “I’m asking because it’ll make things easier.”

Polished Alternative: “My request aims to enhance our efficiency. I’d like to hear your thoughts.”

7. Tailor Your Communication Style

Different situations require different styles.

Authentic: “Can you just get to the point?”

Polished Alternative: “Perhaps you could focus on the key points so we can keep to our meeting schedule and still have a productive discussion.”

8. Solicit Feedback

Seek feedback on your message’s reception.

Authentic: “Does that make sense? I hope I wasn’t rambling.”

Polished Alternative: “I’d appreciate your feedback on what I just said. Is there anything that you’d like me to clarify?”

9. Encourage Diverse Perspectives

Foster an environment for all voices.

Authentic: “I want to hear everyone’s thoughts, no matter how ridiculous.”

Polished Alternative: “I value diverse opinions and encourage everyone to share their insights.”

10. Practice Empathy

Strive to understand others’ perspectives.

Authentic: “I know you’re dealing with a lot; I get it.”

Polished Alternative: “I recognize that you’re facing challenges. I want to approach this with understanding.”

11. Be Mindful of Your Language

Choose words carefully to avoid offense.

Authentic: “This policy is stupid; it doesn’t work.”

Polished Alternative: “This policy presents challenges that could hinder our progress. Let’s discuss some potential adjustments.”

12. Develop Conflict Resolution Skills

Handle disagreements constructively.

Authentic: “I disagree, and here’s why.”

Polished Alternative: “I have a different perspective and would like to share my thoughts. Let’s explore this topic further to see if we can achieve a middle ground.”

These strategies help me and can assist you in navigating the challenges of being professional while staying true to yourself.

It’s a delicate dance. Effective communication goes beyond merely expressing thoughts; it’s about conveying thoughts in ways that resonate with our audience and fulfills our intentions. This requires self-awareness, ongoing practice, and a willingness to continually adapt.

Despite whatever blowback may occasional arise, I believe it’s important to stay true to ourselves and be as real as possible while remaining respectful. Upholding professionalism doesn’t mean that we must lose our authentic selves. Sometimes, we need to act as communication lifeguards, blow our authenticity whistle, and shout, "Okay, everyone, it's time to exit the political correctness pool—now!" Sometimes that requires us to be okay with being viewed by some as less "polished." I strive to achieve both, but when put in a situation where I have to select one over the other, I tend to lead with authenticity. Fortunately, many people are growing weary of fake professionalism and authenticity is becoming more highly valued.

I invite you to share your thoughts on how balance authenticity and professionalism in workplace communications. What strategies are working for you? This is an important conversation because it's still a struggle for many, and that struggle can limit one's career.

Feel free to reach out, and let’s inspire each other on this journey! Together, we can refine our approaches and create environments where professionalism and authenticity truly co-exist.