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The Biggest Mistake You Don’t Know You’re Making

The Biggest Mistake You Don’t Know You’re Making

This Simple Fix Changes Everything...

Justin Mecham
March 03, 2025

Hey Full Potential Zoners!

Your words at work do two things - which one is happening at your work?

The secret to workplace success? It starts with what you say.

The wrong words create conflict.

The right words create solutions.

Communication at work isn’t just about what you say—it’s about how you say it.

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Small changes in language make a big impact.

Better words build trust, trust builds stronger teams, stronger teams get better results.

Every conversation is a chance.

A chance to understand.

A chance to be understood.

The way you communicate today - shapes the way people work together tomorrow.

Today we are going to help leaders master this by using:

‘Words That Work - Fix Your Conversations At Work In Seconds'.

Let’s dive in!

Download This PDF + My Top 24 Cheat Sheets From 2024 At Bottom of Email

Real-Life Scenarios To Fix Conversations in Seconds

Addressing Missed Deadlines

Scenario: A team member consistently submits work past the deadline, affecting project timelines.

Instead of expressing frustration, initiate a private conversation.
"I've noticed you've been having trouble meeting deadlines recently. Is there something affecting your workflow? Let's discuss how we can address any challenges you're facing.”
This approach shows concern and opens a dialogue to identify and resolve underlying issues.

Providing Constructive Feedback

Scenario: An employee's presentation lacked clarity, leading to confusion.

Offer specific, actionable feedback.
"Your presentation had valuable information, but some points were unclear. Next time, consider organizing the content with clear headings to guide the audience."
This feedback is direct yet supportive, focusing on improvement without personal criticism.

Encouraging Participation in Meetings

Scenario: Certain team members remain silent during discussions, withholding potentially valuable input.

Invite them to share their thoughts.
"We haven't heard from you yet. Do you have any insights or suggestions on this topic?"
This encourages inclusivity and values each team member's perspective.

Managing Interruptions

Scenario: A colleague frequently interrupts others, disrupting the flow of conversation.

Address the behavior calmly.
"I value your input, but I'd like to finish my point before we discuss further."
This sets clear boundaries while acknowledging the colleague's contributions.

Handling Disagreements

Scenario: A team member disagrees with a proposed strategy, leading to tension.

Acknowledge their perspective and seek common ground.
"I understand your concerns about this approach. Let's explore how we can address them to find a solution that works for everyone."
This improves collaboration and demonstrates respect for differing opinions.

Clarifying Miscommunications

Scenario: Instructions for a task were misunderstood, resulting in errors.

Clarify expectations without assigning blame.
"It seems there was some confusion about the task requirements. Let's review them together to ensure we're on the same page."
This encourages understanding and prevents future miscommunications.

Recognizing Team Efforts

Scenario: A project was completed successfully due to collective team effort.

Acknowledge and appreciate the team's hard work.
"I want to thank everyone for their dedication to this project. Your collaboration and commitment made this success possible."
Expressing gratitude improves morale and reinforces positive behavior.

Differences in Communication Styles

A marketing team I worked with was stuck.

The creative team liked open discussions, while the analytics team wanted data-driven decisions.

Every meeting felt like a battle—ideas got dismissed, frustration grew, and projects stalled.

I helped them fix the disconnect with some simple steps.

1. Make the Problem Clear
Keep it simple. Say what the issue is, why it matters, and how it impacts the team. Instead of “This is a huge issue,” say, “I’ve noticed [problem] is causing [impact]. What do you think?”

2. Stay Calm When They Push Back
If they brush it off, don’t get defensive. Acknowledge their view: “I get why this might not seem like a big deal, but here’s what I’m seeing…” Then back it up with facts or examples.

3. Focus on Solutions, Not Complaints
Instead of just pointing out what’s wrong, suggest ways to fix it. You can also ask, “How would you approach this?” to keep the conversation open instead of feeling like an argument.

4. If It’s Still Ignored, Try Again
Sometimes, people need to hear it differently. Reframe it, bring in data, or get a second opinion from a trusted colleague. If it still goes nowhere, decide if it’s worth pushing or if it’s time to move on.

Once the team started applying this, everything changed. Meetings became productive, problems were addressed, and ideas were actually heard.

The shift wasn’t just in how they communicated—it was in how they worked together.

Here's how you can make it real over the next 4 days:

Day 1: Identify Your Challenge

Choose one communication skill you want to improve and write down why it matters.
Ask yourself: “Where do I struggle the most in conversations at work?” Write one sentence about how improving this skill would help you.
Did you notice any moments today where this skill would have helped?
AI Prompt: "You are a workplace communication expert. Help me figure out which communication skill I need to improve the most. Ask me a few questions to uncover where I struggle, and then give me one specific area to focus on and why it matters."

Day 2: Change One Habit

Pick one small change to make today that helps with your chosen skill.
If you want to be a better listener, pause before responding and repeat back key points. If you want to explain things more clearly, ask “Is there anything unclear or needs more detail?” after giving instructions.
What changed when you applied this? Did the conversation feel different?
AI Prompt: "You are a leadership coach. Based on my focus area from Day 1, suggest one small but powerful change I can make today to improve. Make it simple, clear, and easy to apply in real conversations or emails."

Day 3: Ask for Feedback

Get input from someone on how you communicate.
Ask a trusted colleague, “What’s one thing I do well in conversations, and what’s one thing I could improve?” Listen without defending yourself.
What feedback stood out? How will you apply it?
AI Prompt: "You are an expert in workplace relationships. I want to ask a colleague for feedback on my communication. Give me two simple, direct questions I can ask to get helpful insights. Also, tell me how to listen to their feedback without getting defensive."

Day 4: Keep It Going

Plan one way to keep improving this skill after the challenge.
Write down one habit you will continue. Maybe it’s summarizing what others say before responding, or pausing before sending an email to check if it’s clear.
What was the biggest lesson from these four days?
AI Prompt: "You are a habit-building expert. I want to keep improving my communication skills beyond this challenge. Based on my focus area, give me one habit I can use daily to make lasting improvements. Make it something practical that doesn’t take much time but has a big impact."

How you say something matters as much as what you say.

A single word can change the outcome of a conversation.

People remember how they felt after talking to you.

The best teams work well together because they speak with respect.

Great communication is not about being right. It is about being understood.

Every conversation shapes the way people see you as a leader.

The best communicators do not just talk. They connect.

Until next time and with lots of love,

Justin

This Week’s Growth Recommendations

Book To Read:

"Crucial Conversations" by Kerry Patterson, Joseph Grenny, Ron McMillan, and Al Switzler. (see it here)

TED Talk to Watch

"10 Ways to Have a Better Conversation" by Celeste Headlee. (see it here)

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