How to Have Better Conversations as a Manager

Transform your conversations to build trust, engagement, and team performance.

Conversations are the foundation of great leadership. Every interaction—whether a performance review, team meeting, one-to-one check-in, or feedback session—shapes how your team feels about their work, their development, and their trust in you as a leader.

Yet, many managers struggle to turn these everyday discussions into high-impact conversations that truly engage and motivate their teams. Employees may seem disengaged, reluctant to speak up, or unclear on expectations. Research shows that teams with strong communication habits are significantly more productive, yet many managers aren’t given the tools to develop these skills.

So, how can you ensure that every conversation you have is clear, meaningful, and strengths-focused? This guide will explore practical strategies to transform how you connect, listen, and communicate—helping you to lead conversations that build trust, engagement, and performance.

Want to develop these skills further? Strengthify’s Management Development Programme provides leaders with the tools to have more impactful conversations.

1. Why Conversations Matter in Leadership

The Cost of Poor Conversations

When conversations aren’t effective, the impact goes beyond awkward meetings—it affects team productivity, morale, and engagement.

• Lack of clarity leads to employees being unsure of expectations or priorities.
• Missed opportunities for feedback result in stagnant performance.
• Poor communication leads to misunderstandings, conflict, and disengagement.

Without meaningful conversations, employees may feel unheard, undervalued, or disconnected from the team’s goals. Over time, this erodes trust and can lead to lower performance and higher turnover.

For managers, improving communication isn’t just about avoiding problems—it’s about actively creating an environment where people feel comfortable contributing, sharing ideas, and taking ownership of their work.

For more on how communication strengthens team culture, read Building a Resilient Team Through Trust.

The Role of Strengths-Based Conversations

The best managers do more than give instructions—they create conversations that build on individual strengths, drive engagement, and foster accountability.

• Employees perform best when their strengths are recognised and utilised.
• Strengths-based conversations help individuals feel valued, increasing motivation.
• Focusing on strengths creates a positive cycle of growth and development.

Rather than solely addressing what isn’t working, strengths-based conversations highlight what is working well and use that as a foundation for continuous improvement.

For an introduction to the strengths-based approach, read What is Strengths-Based Leadership?

2. Strategies for Better Conversations

Active Listening: The Most Underrated Leadership Skill

Many managers believe they are good listeners, but in reality, most people listen to respond, not to understand. Active listening requires full attention, a genuine interest in what the other person is saying, and a commitment to responding thoughtfully.

How to practice active listening as a manager:

1. Give your full attention – Avoid multitasking during conversations.
2. Pause before responding – Let the other person finish before speaking.
3. Summarise key points – Reflect back on what you’ve heard to ensure understanding.
4. Ask follow-up questions – Encourage deeper discussion and clarity.

Instead of jumping to a solution, try saying:
"It sounds like you’re facing challenges with X. Can you tell me more about what’s making this difficult?"

For more on improving engagement through better listening, read Active Listening for Managers.

Giving Feedback That Motivates, Not Discourages

Many managers struggle with feedback conversations, either avoiding difficult topics or delivering feedback that is too vague to be useful.

Common mistakes include:

To give feedback that leads to action and improvement, use the following structure:

• Be specific – Instead of “Good job,” say, “Your ability to simplify complex data helped the team make faster decisions.”
• Link to impact – Show why the behaviour matters.
• Turn weaknesses into growth opportunities – “Your reports could be stronger with more data analysis—how can we work on that together?”

For managers who want to improve how they give performance feedback, read How to Provide Feedback on Individual and Team Performance.

Asking the Right Questions to Encourage Ownership and Growth

Great managers don’t just give instructions—they ask great questions that help employees take ownership of their development.

• Instead of “Did you finish the project?” ask “What challenges did you encounter while working on the project?”
• Instead of “Are you happy in your role?” ask “What aspects of your role energise you the most?”
• Instead of “Do you have any questions?” ask “What questions do you have?”

Open-ended questions create space for reflection, problem-solving, and meaningful conversations.

For managers looking to build a culture of open discussions, read Meaningful Conversations in the Workplace.

3. Embedding Stronger Conversations into Your Leadership Style

Creating a Safe Space for Open Dialogue

A culture of open communication doesn’t happen by accident—it must be deliberately created. Employees need to feel safe to express concerns, share ideas, and receive feedback without fear of judgement.

Ways to foster psychological safety in conversations:

• Encourage honest discussions – Acknowledge that challenges exist and that it’s okay to talk about them.
• Be transparent – Share company updates, goals, and decisions openly.
• Normalise feedback – Make feedback a regular part of team interactions, not just an annual event.

For more on building trust through better communication, read Ways to Foster Inclusive Conversations Across Diverse Teams.

Making Strong Conversations a Habit

The best managers make strong conversations a regular part of their leadership approach.

• Daily check-ins – Short, informal chats to maintain connection.
• Monthly one-on-ones – Focused discussions on development and progress.
• Quarterly team feedback sessions – Open discussions about what’s working and what could improve.

At the end of each weekly team meeting, ask:
"What’s one thing we can improve as a team?"

For structured and practical leadership training in conversation skills, explore Strengthify’s Management Development Programme.

Final Thoughts

Better conversations lead to stronger relationships, higher engagement, and improved performance. When managers practice active listening, give strengths-based feedback, and ask the right questions, they create a team culture where everyone feels heard, valued, and motivated to contribute their best work.

Looking to take your leadership conversations to the next level? Learn how Strengthify can help you build trust, connection, and high-impact communication in your team.