💬 7 Communication Power Moves
That Make You Unforgettable as a Leader (with AI prompts) (Part 1)
I was going through my 1:1 PM coaching notes, and it turns out I spend, whopping 60% of the time helping product managers with reframing and coaching “how to“ communicate X. So I decided to do a small series on how to communicate better at the workplace.
Here is a small reminder: You can read and have all the knowledge in the world. But communication is something that never gets better without practice.
The best communication tools are the ones you actually remember to use in the moment when it matters most.
Today’s Deep Dive
Ever walked out of a meeting thinking, “I should have handled that differently…”?
Leadership isn’t just about strategy or vision—it’s about how you communicate in the moments that matter.
Below, I am sharing my favourite 7 timeless techniques ( almost the only techniques you will ever need) inspired by some of the world’s greatest thinkers and leaders, that can transform how you show up in every conversation.
1) The Pause Button Technique (🤫 Inspired by Warren Buffett)
Pausing before responding projects thoughtfulness and authority.
Let’s take an example: A senior stakeholder challenges your proposal in a meeting.
What you say could be: “That’s an important point. Let’s take a moment to assess the bigger picture before deciding.”
Pair your pause with a framing question: “that’s an important point. Before I answer, can we align on what success would look like?”
Use “Pause Button” + “Echo Back” (mentioned below) to stay calm and reframe the conversation.
You could say something like: “That’s a valid point. If I understand correctly, your concern is X. Let’s explore how this aligns with our broader goals.”
Caution: Pausing too long without signaling you’re thinking can seem disengaged. Use bridging phrases like “Let me think about that…” to keep connection alive.
✅ Breathe, collect your thoughts, and respond calmly.
❌ Panic-filled silence with rushed words.
TRY: In your next meeting, pause for 2 full seconds before answering every question.
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2) The Radical Candor Ripple Effect (🗣️ Inspired by Kim Scott)
Giving feedback that’s honest yet deeply caring builds trust.
Caring about someone or having genuine empathy is nothing fancy. It simply means you genuinely care.
Example: A team member keeps making small errors in deliverables.
What you can say “I see how much effort you put into this. Can we figure out together what’s causing these errors?”
Always pair critique with belief in the person’s potential.
✅ “I value your work and want to make it stronger.”
❌ “This is wrong; fix it.”
3) The famous 5-Second Rule for Questions (🤔 Inspired by Mel Robbins)
Counting down 5-4-3-2-1 (ask your question at 1) pushes you to ask questions you’d otherwise swallow. Psychologically, it will prepare you to get ready and help reduce anxiety.
Let’s say: Success metrics are unclear during a product review.
Asking questions doesn’t always have to be thought-provoking and intelligent; it can also be “Quick question, could we clarify what success looks like for this feature?” Something like this reduces pressure and opens that communication channel.
I challenge you to ask at least one question you hesitated on today using the 5-second rule.
Something I saw a colleague do, we were having lunch and getting ready for a big meeting after. She took out her phone and sat in 3-min of silence and then jotted down a few things on her notepad. I asked her if she was making her grocery list or something. She said, “No, just writing down a few questions I had for Alex, our boss, for the upcoming meeting.”
That day I learnt sometimes that all it takes to go to a meeting calm and collected when you take a few minutes before.
Writing down your question before asking builds confidence.
4) The Storytelling Approach (📚 Inspired by Steve Jobs)
Wrapping ideas in stories makes them memorable and persuasive.
Let’s say: You’re pitching a new feature to leadership.
You could say: “Last quarter, a similar feature helped reduce churn by 20%. One customer said it saved their team hours daily. That’s the impact I envision here.”
Anytime you are setting up your story, it doesn't have to be any complicated framework. Use the 3-step structure: Set the scene → Conflict → Resolution.
✅ Bring your idea to life with real-world impact.
❌ Overload with dry facts and figures.
5) The Power of Simplification (🔍 Inspired by Albert Einstein)
Explaining complex ideas simply builds understanding and influence.
Scenario: Your team struggles to grasp a new process change.
One of my managers did this best. I think at this point it is his second nature. He always ties it to something that people can immediately relate to. He'd skip the jargon and jump straight into a metaphor. Works wonders!!
He will say something like: “Think of this update as Netflix for onboarding—personalized, easy to navigate, and binge-worthy for new hires.”
Or “Imagine this tool like a self-driving car for our ops team. You set the destination, and it takes care of all the manual steering, no more repetitive clicks or spreadsheets.”
That one sentence landed better than 10 slides could have.
Simplicity = power.
Mini-Challenge: Rewrite one complex email into three short, simple sentences.
✅ Use analogies that people instantly understand and relate to
❌ Drown in jargon and long explanations.
6) The "Yes, And" Technique (🎭 Inspired by Tina Fey)
Used heavily in improv comedy, and super powerful- Building on others’ ideas creates momentum and collaboration.
Let’s say: A colleague suggests additional user testing.
Common response goes like…“But we’re already behind schedule. That might slow us down.”
To use this technique
“Yes, and we can prioritize one quick round with our power users this week. That way, we validate early without derailing the timeline.”
This response does two things:
It acknowledges the original idea.
It builds on it with a practical path forward.
This technique doesn’t mean blind agreement. It means constructive framing. It keeps energy high and turns opposition into collaboration.
7) Echoing Back (🔄 Inspired by Oprah Winfrey)
Actively listening and repeating key points validates others and ensures alignment.
Scenario: A teammate shares concerns during a sprint planning meeting:
“I feel like we’re always rushing. It’s hard to do quality work when everything’s a fire drill.”
Instead of jumping in with a solution, try this:
“It sounds like you’re feeling squeezed by the pace, and you want more space to deliver your best work. Did I capture that right?”
This response does three things:
Shows you’re listening beyond just words.
Validates their emotional state.
Opens the door to problem-solving with them, not at them.
People don’t need you to agree with them — they need to feel seen. Echoing is your fast track to empathy and alignment.
As I mentioned above, communication is learnt best when practiced enough.
3 powerful mindset prep prompts you can use before meeting + AI prompts that can help you craft your stories.
Meeting Prep
1. The Pre-Meeting Reflection Prompt
"Before this conversation, what's the one thing I want this person to feel heard about, and how can I use echoing back to make that happen?"
This primes you to listen actively and use the echoing technique strategically. It shifts your focus from what you want to say to what others need to express, making your responses more impactful.
2. The Pause-and-Reframe Prompt
"Instead of immediately responding, what question could I ask that helps everyone get clearer on what success looks like here?"
This combines the pause technique with strategic questioning. It turns potentially reactive moments into opportunities to align the team and demonstrate thoughtful leadership.
3. The Story-First Prompt
"What's one concrete example or story that would make this idea stick in their mind long after this conversation ends?"
This activates your storytelling approach before you dive into data or abstract concepts. It forces you to find the human element that makes your communication memorable and persuasive.
Write these on a sticky note or phone wallpaper. The best communication tools are the ones you actually remember to use in the moment when it matters most.
AI Prompts
1. Communication Coach Prompt
"You're my communication coach. I'm about to have [type of conversation/meeting]. Help me practice by role-playing as [the other person/audience]. Challenge my ideas, ask tough questions, and give me feedback on how I handle pauses, storytelling, and active listening. After we practice, rate my performance and suggest one specific improvement."This will allow you to rehearse difficult conversations and get real-time feedback on your technique.
2. Message Optimizer Prompt
"I need to communicate [your message/idea] to [audience]. Rewrite this in 3 different ways: 1) Using a story/analogy approach, 2) Using radical candor (direct but caring), and 3) Using the 'yes, and' technique to build on their likely concerns. Then tell me which approach would work best and why."This helps you see multiple angles for the same message and choose the most effective approach for your specific situation.
3. Difficult Conversation Simulator
"I'm struggling with [specific communication challenge]. Create 5 realistic scenarios where I might face this issue, then give me exact scripts using the 7 communication techniques from my reference material. Include what the other person might say back, so I can practice handling different responses."This builds your muscle memory for applying these techniques under pressure, especially in challenging situations.
Bonus tip: After using these prompts, ask the AI to create a personalized "communication emergency kit" - 3-5 go-to phrases you can use when you're caught off guard in meetings. Having these ready reduces the mental load when you need to think fast.
That’s all for today!
See you next week!
-Nazuk