Take the time to build a positive rapport with your employees. By understanding more about them, you can better determine how to speak to them. For example, at one organization, employees may prefer you to get straight to the point with little explanation, while, at another, they may perceive this as being rude and instead would prefer you thoroughly explain the situation from start to finish. You want your employees to feel you're one of them so trust and understanding can be built from both sides.
One trait of a great leader is the ability to effectively communicate with others. For managers, this means being able to get your points across nicely with your employees in ways they understand. While some managers struggle with finding the best approach, the successful ones achieve this balance by taking into consideration the values, goals, and culture present within the organization. Above all else, employees won't perceive you as being nice if you don't treat them with respect and honesty.
Do your research before confronting your employees. For example, if you're attempting to inform your employees of recent company policy changes, have a thorough understanding of these new policies before you talk about them with your employees. This way, you'll be able to adequately answer any questions and concerns they may have. Similarly, if you're having to reprimand an employee for wrongdoing, make sure you thoroughly investigate the situation before making the accusation.
Focus on the message you're trying to get across and convey it in an articulate manner. Never assume your employees will read between the lines and automatically understand what you're saying. You must calmly and precisely say what you mean. Even if an employee becomes disgruntled and insubordinate, it's important that you maintain your composure at all times. In addition, it's also a good idea to be respectful of your employees by speaking to them honestly, even if you have to be the bearer of bad news.
Actively listen to your employees' feedback. This doesn't mean that you just listen to your employees and dismiss what they have to say. If your employees bring up valid concerns, address them as best you can. Employees often have a different perspective on things than management does, and their feedback could prove beneficial to all involved.