Leading a project to completion is about more than just getting things done — it is also about effectively collaborating with people. It is about breaking down barriers to foster teamwork and harmony. From all of KGO’s successful projects and people we’ve worked with, we have found one unspoken leadership trait that allows our teams to thrive: empathy.
Empathy is the ability to understand and share the feelings, thoughts, or experiences of another person. Simply put, it means being able to walk in someone else’s shoes, and responding with care and compassion.
As a leader, when you consistently show empathy in both big and small everyday interactions with team members, you are not just offering support—you are preparing individuals to tackle challenges head-on, keeping their motivation high, and fostering an environment where innovation thrives.
The link is clear: empathy is essential for wellbeing. When individuals feel valued and supported, they can more easily adapt to change, overcome setbacks, and build resilience. Increasing empathy is a win-win-win for project management: your team thrives, you grow as a leader, and the organization benefits from a high-performing group.
Data Shows Empathetic Leaders Result in Real Teams Wins
These empathetic actions can make a significant positive impact on your projects and people.But do not take our word for it. Research proves how empathy in the workplace produces real wins for project leaders and team. Look at just a few examples below.
- Empathy helps retain your project team. Empathy helps keep a project team together. When employees feel their manager genuinely cares about their well-being, they are 69% less likely to actively search for a new job and 71% less likely to report experiencing a lot of burnouts. Retention helps maintain a balance. When people experience empathetic workplace leaders, 86% reported they can better navigate work and life. Always a good thing to have a team stay committed through project completion!
- Empathy will boost your team’s performance. Empathy from any type of leader drives higher performance. Organizations see an 85% increase in productivity. 85%! This translates to significantly greater output, time saved, resolved issues, answered questions, and completed projects.
- Empathy strengthens relationships. Empathy really means getting where someone else is coming from. When you can do that, trust grows, and real connections happen. For a project manager, having your team trust you is like gold—it makes everything run smoother and sets you up for success.
Questions to Ask Yourself
Want to know if you are an empathetic leader? Gauge your empathy skills by taking a moment to reflect on the following questions to determine if you are already applying empathy effectively to benefit yourself, your project team, and your organization. Here is a quick litmus test:
- Can you see things from the other person’s side?
- Do you think about how someone’s background might shape their views?
- Do your emotions (significantly) how you react to people?
- Do you try to keep your cool in tough situations?
- Do you do little nice things for people?
- Do you think people feel understood after talking to you?
- Could you be more supportive in 1:1 or team conversations?
- Do you actively listen to what others are saying (in most circumstances)?
- And if so, do you show people you are really listening?
- Do you try to look at situations from other perspectives?
- Do you encourage open conversations about issues or concerns?
If you answered “yes” to most of these, or even “I try to,” you are on the right track.. You demonstrate compassion and empathy regularly, without even realizing it. You see your team members as humans, not just task rabbits or project contributors.
However, there’s always room for growth. Aim to confidently say “yes” to all these questions.
A Tool to Help You Practice
Use this Empathy Statements Quick Reference Guide to weave empathetic phrases into your conversations with team members. Actively listen and respond with empathy. Simple, empathetic responses can soften, calm, and comfort your team, often turning interactions in a positive direction. Be mindful to avoid phrases that can have the opposite effect.
- “I am hearing you say…”
- “Can you help me understand?”
- “It sounds like you might…”
- “I imagine that could be…”
- “Let’s work together to improve the situation.”
- “Can we find a better way to?”
- “Can you share your perspective?”
- “How else could we approach?”
- “I can see how that would be frustrating.”
- “I know how important this is to you.”
- “I’m here to help you through this.”
- “That must have been challenging.”
- “I’m sorry you are going through this.”
- “I want to understand what you are experiencing.”
- “It’s not that big of a deal.”
- “You are overreacting.”
- “You should just…”
- “If I were you, I would…”
- “Why didn’t you just…”
- “You should have known this would happen.”
- “I will just handle this.”
- “I have had it worse.”
- “I know exactly how you feel. When I…”
- “This reminds me of when…”
- “Calm down. It’s not worth it.”
- “Just try to get over it.”
- “Everything will be fine, don’t worry.”
- “You are taking this too personally.”
Do not Forget About Written Project Communication
Thoughtful written communication is crucial. Your words on a screen can significantly affect a team member, either positively or negatively. Consider the following:
- Refer to the empathy reference guide for phrasing suggestions, especially for sensitive messages.
- Do not think a short message won’t be taken as seriously as a longer one.
- Make sure to respond. Unanswered message(s) can create stress and anxiety about the unknown.
- Avoid sarcasm in written form.
- Avoid vague statements like “we need to talk later” unless necessary.
- Written compliments carry lasting impact. Kind words that can be revisited repeatedly are truly a gift.
- Use your best judgment based on your relationship with the individual.
Additional communication tips to increase displays of empathy:
- Forgive Common Mistakes. Everyone has said things from the “Try to Avoid” list. The objective is to learn how to increase empathy and understand that project managers have the power to positively impact teams by paying closer attention to how they interact and respond.
- Mind the Details. Even a single word, a slight shift in tone, a pause, or body language can significantly influence how a team experiences the conversation and what they take away from it.
- Embrace the Process. It is okay to “fake it until you make it” in this context. Get in the habit of using the recommended phrases, even if they initially feel awkward or out of character. With practice, they will become a natural part of your project communication style.
- Customize. Customize. Customize. Be aware of whether you are downplaying the situation, blaming or finger-pointing, bragging or trying to impress, and whether you are listening or just waiting to speak.
For Those Who Already “Get This”
If you already excel in empathetic project leadership (and congrats to you on this), whether naturally or through years of practice, there is always more you can do. Use your superpower to coach other project managers by leading through example. Share positive stories about your interactions and their outcomes. Not everyone will notice or be interested, but it is worth trying.
Conclusion
When you let empathy guide your words and actions, you can inspire your team, drive success, and strengthen every project you touch.
Demonstrating care, kindness, and acknowledgment of your team members’ humanity over their employee ID numbers fosters true well-being in the workplace. Remember, empathetic project leadership sets the stage for a thriving, high-performing team, benefiting everyone involved.
Interested in more suggestions for your workplace?
Our Strategy and Consulting team can help!