Silence Doesn’t Mean Understanding: How to Check for Clarity

Can you remember a time, back when you were still in school, that your teacher asked the class, “Do you all understand?” And when all the other students said yes, you agreed, despite not actually understanding anything the teacher had said for the past 30 minutes. 

Maybe you were focused on lunch, maybe you assumed you could figure it out yourself later, or maybe you just didn’t want to draw attention to yourself. But for whatever reason it may have been, you carried on about your day with the mindset that your lack of understanding was a problem for future you.

Getting answers to your questions shouldn't require strenuous labor.

Have you considered that your employees might be doing the same thing to you when they don’t understand something you say?

We often assume that if we send an email, give instructions on a call, or present an idea in a meeting, and nobody follows up with questions, then everyone must have understood; however, silence does not equal comprehension. 

So how can we make sure our message lands, without wasting time, becoming a micromanager, or waiting until mistakes happen?

Build a culture of clarity

Clarity isn’t something you bolt onto communication as an afterthought. It has to become part of how your team works together. That starts with building habits that make double-checking normal and safe.

• Encourage your team to ask questions freely.

• Normalize confirming next steps rather than leaving things implied.

• Introduce written summaries of meetings and calls so you’re not relying on spotty memory or rushed note-taking.

And remember: introducing this kind of culture shift always starts with you. If you want your team to value clarity, you have to model it. That means admitting when you don’t understand something, and showing it’s okay to ask for clarification.

Practical Ways to Confirm Understanding

Here are a few strategies you can start using right away:

1. Ask for playback, preferably without sounding patronizing. 

Instead of saying, “Repeat back what I just said,” which can come across as condescending, frame it as collaboration:

• “Just to make sure I explained this clearly, how would you approach this?”

• “Can you summarize the next steps you’re planning, so I know we’re on the same page?”

This works in meetings, one-on-ones, or even over email.

2. Build in interactions, don’t just lecture. 

If your communication style leans too heavily on monologues, people will zone out. Keep them engaged by asking open-ended questions:

• “What challenges do you see with this?”

• “How would this affect your workflow?”

In virtual meetings, consider using polls, chat reactions, or quick check-ins to confirm people are following.

3. Pay attention to non-verbal and tone cues. 

Sometimes the real signal of misunderstanding isn’t what’s said, it’s how it’s said. Watch for:

• Hesitation before answering.

• Avoiding eye contact.

• Overuse of filler acknowledgments (“uh-huh,” “yeah, sure”) without substance.

These subtle cues are often your first warning sign that someone isn’t actually on the same page.

4. Never assume that “read” means “understood.” 

Just because someone opened your email, doesn’t mean they absorbed what you wrote.

Long blocks of text, buried action items, or unclear wording are easy to skim and forget.

Instead, break down key points into bullets, highlight deadlines, and explicitly ask for confirmation. You might even consider tools like AirTrain to help check comprehension and keep things streamlined.

Communication isn’t complete until it’s confirmed.

The job isn’t done once you’ve said something; the job is done once you’ve made sure it’s been understood.

Clarity saves time. It prevents mistakes. And it builds trust.

Start small. In your next email, add one clarifying question. In your next call, ask one open-ended check-in. Maybe try a tool like AirTrain to make it easier.

Little by little, you’ll build a team where everyone knows what’s expected, and no one is silently nodding along while secretly lost.