Signposting: The Communication Tool You're Not Using Enough
This simple technique takes seconds but has an outsized impact on workplace relationships and results.
⚠️ Signposting here: Before we dive in, I want to share my intent for this post. As an executive coach, I've seen firsthand how transformative clear communication can be for leaders and teams. My goal is to introduce you to a powerful tool that I believe everyone should have in their kit. While I'd certainly be thrilled if this resonated and you wanted to explore coaching, this isn't a sales pitch. It's simply an invitation to try a technique that has made a world of difference for me and my clients.!
What is Signposting?
Signposting is a method of intentional communication that guides your audience and sets clear expectations. It involves explicitly stating your intentions, providing necessary context, and outlining next steps. Think of it like a roadmap for your conversations and interactions.
For example, imagine a team lead kicking off a project meeting:
"Thanks for joining today's meeting on the Q3 marketing campaign. My goal is for us to align on the overall strategy and assign next steps for each workstream. I'll share a brief overview of the campaign concept, then I'd like each of you to give an update on your area. We'll wrap up by confirming action items and owners. If we get off-track, I'll jump in to keep us focused."
In this example, the team lead is signposting the meeting agenda, setting expectations for participation, and proposing a plan to keep the discussion on track. This level of clarity helps team members understand their roles and engage more productively.
Why Signposting Matters
Miscommunication is costly. It erodes trust, stalls progress, and leaves people filling in the blanks with their own assumptions. Signposting is an antidote to ambiguity. By front-loading your interactions with clarity and context, you create a shared understanding and build relational trust over time.
Relational trust is the foundation of effective collaboration. But here's the catch: trust isn't inherent in our working relationships. It must be earned over time through consistent actions, accountability, and integrity. Every interaction is an opportunity to either build or erode trust. Signposting maximizes those trust-building moments by leaving no room for ambiguity.
Signposting in Action
Signposting can be applied to virtually any interaction - from casual chats to high-stakes meetings. Here are a few common scenarios where signposting shines:
Giving Feedback
Scenario: A manager is sharing performance review feedback with a direct report.
Without signposting: "Overall, you're doing fine, but there are a few areas I think you could improve in. Let's go through those now."
With signposting: "I appreciate you taking the time to discuss your performance today. My goal is for us to align on what's going well, identify 1-2 key growth areas, and define clear next steps for your development. I'll share my perspective, but I also want to hear your reflections. Let's start with your strengths - I've noticed that you [specific example]. How do you feel you're performing in this area?"
Delegating Tasks
Scenario: A manager is assigning a project to a team member.
Without signposting: "Hey Riley, can you pull together a competitive analysis for the new product line? I need it by next Friday."
With signposting: "Riley, I have a project I think you'd be great for given your research skills and knowledge of the market. We need a comprehensive competitive analysis for the new product line to inform our positioning. This will involve gathering data on key players, identifying trends, and providing a recommendation on where we can differentiate. I anticipate it will take about a week to complete. I'd like to receive your draft by next Friday, with time for a round of feedback before finalizing. How does that align with your other priorities? Let's look at the specific deliverables and timeline..."
Sharing Preferences & Personality
Scenario: An outgoing, fast-paced team lead often dominates meetings, leaving quieter team members struggling to contribute.
Without signposting: The team lead enthusiastically shares ideas and makes quick decisions. While they believe this keeps the team efficient, quieter team members feel steamrolled and undervalued. Important perspectives are left unheard, leading to suboptimal outcomes.
With signposting: In the next team meeting, the team lead shares, "I want to check in on our meeting dynamics. I know I tend to think out loud and move quickly. While I value efficiency, I'm realizing this pace may be leaving important viewpoints unheard. I'm committed to making sure we're leveraging everyone's expertise. If I'm moving too fast, please feel empowered to slow me down. I'll personally aim to build in more pauses for input. We could also try a round-robin format sometimes to ensure each person has airtime. What do each of you think? How else could we improve our meetings together? I really want to hear from everyone today."
Setting Boundaries
Scenario: A leader often sends emails at odd hours, creating the unspoken expectation of 24/7 availability.
Without signposting: Team members feel pressured to constantly check and respond to emails, even on weekends or late at night.
With signposting: "Team, you may have noticed that I frequently send messages outside of traditional business hours. I want to be fully transparent that this is simply when I have time to catch up on communication. However, I in no way expect you to be online or responsive during your personal time. Unless I explicitly note that something is urgent, please protect your off-hours for rest and recharging. I'm committed to maintaining our culture of healthy work-life boundaries, and it's important to me that my practices don't create additional pressure or stress. If you have any concerns, my door is always open."
Out of Office Communication
Scenario: An employee is going on a two-week vacation and needs to set an out of office reply.
Without signposting: "I will be out of the office from September 12-24 with limited access to email. If your message is urgent, please resend with 'URGENT' in the subject line."
With signposting: "Thank you for your email. I am currently out of the office on vacation from September 12-24. For urgent matters related to Project X, please contact my colleague Ari at ari@company.com. They are fully briefed and ready to assist. For all other inquiries, I will respond upon my return, no later than September 28. Thank you in advance for your patience as I catch up from my time away. If you require a more immediate response, please resend your request after September 24."
Common Communication Pitfalls (and How Signposting Helps)
Signposting isn't just for big, planned conversations. It's equally valuable for addressing the small, recurring communication hiccups that can quietly undermine our working relationships. This table summarizes a few of these common pitfalls and how a dose of signposting can help everyone.
Small shifts like signposting can have a profound ripple effect on your team and your leadership.
Signposting as a Leadership Tool
For leaders, signposting is a superpower. By modeling clarity and transparency in your own communication, you set a standard for the entire team. This has a ripple effect on team dynamics and performance.
When expectations are clear, people can focus on doing their best work. They spend less time deciphering mixed messages or deducing implied intent. They feel empowered to take ownership and confident that their efforts are aligned with team goals.
Signposting also demonstrates respect and builds trust. When you take the time to clearly communicate your intentions and expectations, you show that you value others' time and contributions. You create a psychologically safe environment where people feel heard and supported.
As a leader, try incorporating signposting into your daily interactions. Use it to:
Kick off and close meetings
Delegate tasks and responsibilities
Give feedback and recognition
Communicate changes or decisions
Connect work to bigger-picture goals
By signposting your intentions, thought process, and desired outcomes, you give your team the clarity they need to function at their best. You remove the guesswork and create a shared understanding that boosts team cohesion, productivity, and morale.
How to Start Signposting Today
Sold on signposting but not sure where to start? Try these three simple steps:
Notice opportunities. - Before making a request or starting a conversation, pause and ask: What's my intention? What context is needed? What do I want the other person to know, feel, or do?
Practice in low-stakes moments. - Experiment with signposting in everyday interactions like emailing a colleague or kicking off a team standup. Pay attention to how small doses of clarity improve communication.
Make it a habit. - Challenge yourself to use signposting in one interaction each day. Over time, it will become second nature and you'll start seeing the compounding benefits.
One tip that I've found incredibly helpful, both for myself and my coaching clients, is to explicitly name signposting when you're doing it. When you're first introducing this technique to your team or practicing it yourself, it's perfectly okay to say something like, "I want to signpost my goal for this conversation..." or "Let me signpost what I'm about to share..." This overt labeling helps everyone become more aware of and attuned to the practice. It's like a meta-signpost – you're signaling that you're about to signpost! As you and your team become more comfortable with signposting, you may find that you don't need to call it out quite as often. But in the beginning, this explicit naming can be a powerful way to build the habit and create a shared language around clear communication.
Now, you might be thinking, "This all sounds great, but won't it feel weird to start signposting out of the blue?" It's a valid concern. Trying any new communication technique can feel awkward at first. You might worry that it will come across as contrived or inauthentic.
Here's the thing: Your team is craving clarity. They want to understand your intentions and expectations. When you start signposting, they'll appreciate the transparency, even if the delivery isn't perfect. Focus on conveying your genuine desire for better communication and trust that your authenticity will shine through. Like any skill, signposting gets easier with practice. The more you do it, the more natural it will feel - for you and for those you work with.
So start small, perhaps in your next one-on-one meeting or a low-stakes slack. Pay attention to how it influences the interaction. Notice how it helps you feel more prepared and purposeful. And then keep practicing, one conversation and connection at a time.
Remember, signposting takes mere seconds but has an outsized impact on your relationships and results. By front-loading your communication with intention and clarity, you build trust, boost productivity, and foster a culture of open, authentic communication.
Where could signposting make the biggest difference in your work? What's one interaction this week where you'll commit to trying it out?
I'd love to hear how it goes - comment below and let me know!
⚠️ Signposting one last time: My goal with this post was to give you a powerful tool to enhance your communications, spark 'aha' moments, and inspire you to experiment with signposting. And if it's left you curious to learn more about how coaching could support your growth, I'd love to connect!
