Have you ever felt like your words as a leader could make or break a situation?

How you communicate can turn an average day into a triumphant one or an office of chaos.

Communication is the lifeblood of leadership. But here's the rub: finding that sweet spot of being kind yet stern is more art than science. Have you ever experienced that heart-sinking moment when your well-intentioned message got lost in translation, leaving you to play the villain in your own story?

You know that day – when everything's smooth sailing, and then, bam, chaos ensues!

A while back, one of my sales reps said something to a customer that made me mad.

There I was, in my office, with steam coming out of my ears like a cartoon character. I could've roasted marshmallows with the heat of my anger. I called the sales rep, and let's say if there were a world championship for scolding, I would've won gold.

The whole office was treated to a live performance of 'The Boss Loses It.'

It was a moment of rage-choreography – yelling, cursing, with a dramatic finale of firing the person.

In hindsight, that was my 'not-so-fine' hour in leadership.

I had a room full of wide-eyed employees, popcorn-worthy drama, and me – the raging symphony conductor.

What should have happened?

A calm, collected conversation about expectations and improvements: instead, I went full 'Hulk mode,' missing only the green skin and torn pants.

Being a leader isn't about turning into a fire-breathing dragon at the first sign of trouble.

It's about being the cool cucumber in a salad of chaos.

Clear, concise, and kind.

But kind doesn't mean you're auditioning for the role of office doormat. It's possible to be kind and have a spine.

So next time, before you dial up the drama, remember:

The AI messaging prompt I will share is your pocket-sized Yoda, guiding you to wise leadership messaging.

Trust me, your office will thank you, and your blood pressure will, too!

Now, let's dive into how a sprinkle of AI and a dash of strategy can transform your leadership messaging from mundane to motivating.

The Professional Message Writing Template

Communication templates help you craft well-intended messages encouraging accountability and action.

Templates are a leadership hack to ensure you stay consistent and level-headed no matter what emotions are boiling inside you.

Before you send any message to your team, edit your draft with this template:

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1. Subject Line: Clear and relevant to the topic.

2. Greeting: Formal yet warm.

3. Opening Statement: A brief and polite introduction to the topic or purpose of the message.

4. Core Message:

1. Issue Identification: Clearly state the issue or concern.

2. Expectations and Standards: Outline the expected standards or objectives.

3. Specific Examples: Provide specific examples or instances related to the issue.

5. Encouragement for Improvement:

1. Positive Reinforcement: Acknowledge the recipient's abilities or past achievements.

2. Constructive Suggestions: Offer concrete suggestions or steps for improvement.

3. Encouragement for Initiative: Motivate them to take proactive steps or demonstrate leadership qualities.

6. Closing Statement: A supportive or motivational comment to reinforce a positive outlook.

7. Sign-off: Formal and respectful.

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Communication is the hallmark of outstanding leadership but takes practice and control.

Don't just blast off a message out of anger.

Make it respectful, but make it mean something.

The ChatGPT Prompt Template

Now, if you want to maximize your impact, use AI to help you craft the perfect message.

Don't worry; you're not abdicating your leadership to some robot, but instead, you're leveraging it to help you write better messages.

You still have to do the critical part: give it the content it needs to use to generate the best message for your specific scenario.

The Prompt & Examples:

You are an expert in business leadership and can write excellent professional messages.

Please write a kind but stern message for my direct report based on the following notes on what needs to be said.

I will also give you a template to follow and an example message.

[The Topic and Main Points]

{insert all relevant information here.}

[The Professional Message Writing Template]

1. Subject Line: Clear and relevant to the topic.

2. Greeting: Formal yet warm.

3. Opening Statement: A brief and polite introduction to the topic or purpose of the message.

4. Core Message:

1. Issue Identification: Clearly state the issue or concern.

2. Expectations and Standards: Outline the expected standards or objectives.

3. Specific Examples: Provide specific examples or instances related to the issue.

5. Encouragement for Improvement:

1. Positive Reinforcement: Acknowledge the recipient's abilities or past achievements.

2. Constructive Suggestions: Offer concrete suggestions or steps for improvement.

3. Encouragement for Initiative: Motivate them to take proactive steps or demonstrate leadership qualities.

6. Closing Statement: A supportive or motivational comment to reinforce a positive outlook.

7. Sign-off: Formal and respectful.

[Example 1:]

Subject: Enhancing Our Team's Project Management

Dear [Name],

I hope this note finds you well. I wanted to discuss our recent project timelines and how we can collectively improve in this area.

[Issue Identification] I've observed that recent project deadlines have been extended multiple times. [Expectations and Standards] For our team to excel, it's vital that we adhere to the timelines we set.

[Specific Examples] For instance, the XYZ project was rescheduled twice last month, affecting our overall workflow.

[Positive Reinforcement] Your ability to navigate complex projects has always been a strength of yours. [Constructive Suggestions] To maintain our efficiency, could we explore better time management strategies or delegation methods? [Encouragement for Initiative] Additionally, taking the lead in regular project reviews could be a great way to showcase your management skills.

[Closing Statement] Your dedication to our team is greatly appreciated, and I'm confident we can work together to enhance our project management practices.

Best regards,

[Your Name]

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In small B2B business leadership, the right message can be the difference between a motivated team and a misunderstood one.

Use this AI-assisted prompt and template to ensure your messages are received as intended – motivating action while maintaining respect and empathy.

Ready to revolutionize your leadership communication?

Start implementing this template today and see the difference it makes in your team dynamics.

Remember, great leaders are great communicators.