Using passive voice can subtly undermine authority and clarity, especially for female leaders striving to establish their presence in male-dominated environments. Passive constructions often come across as evasive, unsure, passive and dilute the impact of your message.
Here are a few examples for clarity:
- Passive: “It’d be nice if everyone could attend the meeting.”
- Active: “We need everyone’s attendance at the meeting.”
- Passive: “The document needs to be reviewed.”
- Active: “Please review the document before our meeting.”
The active voice is unambiguous and makes it clear who is responsible. This fosters accountability. It also reflects confidence and directness, qualities essential for effective leadership communication.
It might feel “bossy.” But that’s the point. You are the boss!
Using a more active voice is proven to improve executive presence and earn more respect and authority for female leaders.
Let’s talk more about how and when to to use Active Voice:
Verbal vs. Email Communication
In verbal communication, passive voice can make a leader appear less assertive. Imagine you’re addressing your team about missed deadlines:
- Passive: “Deadlines were missed.”
- Active: “We missed the deadline last week.”
The active voice here is crucial. It acknowledges the issue directly and sets the stage for a constructive discussion about solutions.
In email communication, passive voice can lead to misunderstandings and lack of clarity. Additionally, emails are often referred back to for information and guidance, so clarity is important:
- Passive: “Could you try to submit the report sometime Thursday?”
- Active: “I need the report by noon on Thursday, please.”
Using active voice in emails ensures that the message is unmistakable, which is particularly important in written communication where tone and intention might be harder to interpret.
With all of that said, passive voice isn’t always bad…
When Passive Voice Can Be Helpful
Despite its pitfalls, there are scenarios where passive voice can be beneficial, especially in establishing psychological safety in meetings and team brainstormings. For instance, when discussing a collective failure or a sensitive issue, passive voice can soften the message and reduce feelings of personal attack:
- Scenario: A team meeting to review a missed deadline.
- Active: “Overall, communication should have been clearer.”
- Passive: “Communication could have been better.”
In this context, the passive construction can be a strategic choice to focus on the issue rather than assigning direct blame, which can help maintain team morale and encourage open dialogue about how to improve.
Balancing Act
The key is to balance clarity and empathy. Communicate with power and confidence using an active voice. But think strategically about how passive voice can be a useful tool for creating a supportive environment when used sparingly and strategically.
Putting It into Action
Next time you’re drafting an email, take a moment to re-read it with a critical eye for passive voice. Start editing out passive constructions wherever possible. This practice will help you recognize your passive voice habits and make your communication more direct and effective.
Steps to Take:
- Identify Passive Constructions: Look for sentences where the action is performed on the subject rather than by the subject. For example, “The report was completed by the team” can be changed to “The team completed the report.”
- Rewrite Actively: Convert passive sentences to active ones. Instead of “Mistakes were made,” write “We made mistakes.”
- Clarify Responsibility: Ensure that your sentences clearly indicate who is responsible for each action. This promotes accountability and clarity in your communication.
By consistently practicing this editing process, you’ll become more aware of your passive voice tendencies and improve your overall communication skills. It’s a simple but powerful step toward becoming a more effective and respected leader.