Have you ever hesitated to raise your hand in a meeting, share your thoughts in a group, or start a difficult conversation? You’re not alone. Communication apprehension is the fear or anxiety associated with speaking. It affects countless people in both personal and professional settings and can prevent us from advocating for ourselves, sharing ideas, or connecting with others. 

But what exactly stops us from speaking up?

Three Common Causes of Communication Apprehension (And How to Overcome Them)

Let’s break down three common barriers to effective communication and explore ways to overcome them.

1. Not Knowing What to Say

Sometimes, the biggest hurdle is simply finding the right words. You might have a vague idea of what you want to express but struggle to organize your thoughts. This is especially common in high-pressure situations, like job interviews or conflict resolution discussions.

How to overcome it:

  • Pause and gather your thoughts. Silence isn’t your enemy – it can give you time to articulate your message.
  • Use simple frameworks. For example, the “What, So What, Now What” method helps structure your ideas logically:
    • What? State the fact or idea.
    • So what? Explain why it matters.
    • Now what? Suggest a next step.
  • Practice in low-stakes settings. Engage in low-pressure conversations, like chatting with a friend about a book or movie, to build your ability to articulate thoughts under pressure.

If communication apprehension makes you freeze up or feel overwhelmed, learning to manage anxiety in the moment is key. Here are six powerful ways to get comfortable when feeling anxious, threatened, or uneasy that can help you regulate emotions before speaking.

2. Fear of Upsetting Others

Many people avoid communicating because they don’t want to make someone else uncomfortable, angry, or defensive. This is especially true in workplace settings, where we fear damaging relationships or being perceived as confrontational.

How to overcome it:

  • Reframe communication as a connection, not a conflict. Expressing your thoughts isn’t about winning an argument; it’s about sharing perspectives.
  • Use “I” statements. Instead of saying, “You’re wrong,” try, “I see it differently because…” This reduces defensiveness and opens the door for discussion.
  • Prepare for different reactions. People may not always agree with you, and that’s okay. Focus on communicating with clarity and respect rather than controlling their response.

Many people hesitate to speak up because they fear making others uncomfortable or defensive. Understanding how to navigate these situations can help. Learn more about defensive communication and moving past it to keep conversations constructive and open.

3. Lack of Confidence in Knowledge

Another major barrier is self-doubt. What if you say something incorrect? What if someone challenges your ideas? Impostor syndrome creeps in, making you feel unqualified to contribute.

How to overcome it:

  • Recognize that you don’t have to know everything. No one expects perfection. It’s okay to say, “I’m not sure, but I’d love to explore this further.”
  • Ask questions instead of making statements. If you’re unsure, turn your thought into a question: “Has anyone else noticed this trend?” This invites collaboration instead of judgment.
  • Remind yourself of past successes. Reflect on times you spoke up and it went well. Confidence builds with experience.

Public speaking anxiety is one of the most common forms of communication apprehension. If speaking in front of a group makes you nervous, learn how to overcome the fear of public speaking and build confidence in your ability to share ideas.

Over-Come Communication Apprehension: Speak Up With Confidence

Communication apprehension is a real challenge, but it doesn’t have to be a permanent roadblock. Whether you struggle with finding the right words, fear upsetting others, or doubt your knowledge, small shifts in mindset and strategy can make a big difference. The more you practice, the more comfortable you’ll become.

So the next time you feel that hesitation creeping in, take a deep breath, trust yourself, and speak up. Your voice matters.

Ready to improve your communication skills? 

Check out our Communications Planning Series to learn how to craft the right message with confidence: https://waingergroup.com/crafting-the-right-message/.