Communication in Higher Education: How Expectations Shift from Grade 6 to 9

You can spot the difference between a Grade 6 and a Grade 8 manager within minutes of hearing them speak. It's not just what they say. It's how they say it, when they choose to speak, and the effect their words have on the room.

Communication is perhaps the most visible element of The Hidden Curriculum of Progression in HE Professional Services. Yet it's also the most misunderstood. Many capable professionals assume that being clear and polite is enough. But as you progress from Grade 6 to 9, the communication stakes get higher, the audiences more senior, and the impact of your words more consequential.

Here's what changes and why it matters for your progression.

Why Communication Competency Matters

In Higher Education, your communication style signals your readiness for the next level before you even apply for promotion. Progression and recruitment panels don't just assess what you've achieved. They listen to how you talk about it, how you handle questions, and whether you can hold your own in senior conversations.

At Grade 6, your communication is largely functional: explaining procedures, managing expectations, resolving issues. By Grade 8, you're expected to communicate with institutional authority, shaping narratives, influencing decisions, and representing your service both internally and externally.

This shift isn't just about seniority. It's about demonstrating the kind of communication presence that instils confidence in others and positions you as someone who can handle the complexity and pressure of senior leadership.

How Communication Shifts as You Progress

From Grade 6 to Grade 7: Finding Your Voice

Grade 6: You communicate confidently with colleagues and stakeholders, adapting your style depending on the audience. You can explain procedures clearly and listen actively to resolve misunderstandings.

Grade 7: You communicate with confidence and clarity across levels, including senior colleagues. You manage sensitive or tense conversations with tact and adapt your approach to influence others.

The key shift: Moving from explanation to influence. Grade 7s don't just share information. They shape how others think about it. They know when to push and when to pull back, how to frame difficult messages, and how to maintain relationships even during tension.

From Grade 7 to Grade 8: Speaking with Authority

Grade 7: You communicate with confidence and clarity across levels, including senior colleagues. You manage sensitive or tense conversations with tact and adapt your approach to influence others.

Grade 8: You tailor your communication style across a wide range of audiences, from frontline staff to senior leaders. You speak with authority and clarity, even when the message is complex or unpopular.

The key shift: Developing institutional presence. Grade 8s communicate with a level of authority that comes from deep expertise and strategic awareness. They can deliver difficult messages without losing credibility and maintain composure when challenged.

From Grade 8 to Grade 9: Communicating as an Institutional Leader

Grade 8: You tailor your communication style across a wide range of audiences, from frontline staff to senior leaders. You speak with authority and clarity, even when the message is complex or unpopular.

Grade 9: You communicate with authority and authenticity at the most senior levels. You represent your service internally and externally, shaping narratives and building trust.

The key shift: Becoming a voice that shapes institutional direction. Grade 9s don't just communicate about their area. They contribute to institutional conversations, represent the university externally, and shape how others understand complex issues.

Common Communication Challenges

The Confidence Gap

Many professionals struggle with the shift from factual reporting to authoritative commentary. They know their stuff but feel uncomfortable speaking with the kind of conviction that senior roles require.

The Audience Juggle

As you progress, you're speaking to increasingly diverse audiences, sometimes in the same meeting. Learning to adjust your communication style whilst maintaining authenticity is a critical skill that's rarely taught explicitly.

The Difficult Message Dilemma

Senior roles require delivering messages that others don't want to hear: budget constraints, policy changes, restructuring decisions. How you communicate these messages determines whether you're seen as a trusted leader or just a messenger.

The Visibility Challenge

Many Grade 6-7 professionals are excellent communicators within their immediate teams but haven't learnt how to communicate visibility and impact to senior stakeholders who don't see their day-to-day work.

How to Prepare Yourself

1. Practise Strategic Framing

Instead of just reporting what's happening, practise explaining why it matters and what it means for the broader institution. For example, instead of "We processed 200 applications this month," try "Our streamlined application process is delivering a 15% improvement in response times, which directly supports our student experience goals."

2. Seek Visibility Opportunities

Volunteer for presentations to senior committees, offer to represent your area at cross-institutional meetings, or write briefings for executive leadership. Practise communicating up the hierarchy whilst staying grounded in operational expertise.

3. Develop Your Institutional Voice

Start following Higher Education news and policy developments. Practise having opinions about sector-wide issues, not just your immediate area. Senior leaders need to demonstrate awareness of the broader context in which the institution operates.

4. Record and Reflect

After important meetings or presentations, reflect on your communication: What landed well? Where did you lose the room? How did your message affect the outcome? This kind of self-awareness accelerates your development significantly.

The Reality Check

Communication at senior levels isn't about being the loudest voice in the room. It's about being the voice that others turn to when decisions need to be made. It's about speaking with the kind of authority that comes from deep expertise, strategic awareness, and institutional commitment.

The good news? You don't need to change your personality to communicate more effectively. You need to understand how your communication style needs to evolve to match the increasing complexity and responsibility of senior roles.

Start by listening to how Grade 8 and 9 colleagues communicate. Notice their pace, their word choice, their confidence in stating opinions. Then practise incorporating those elements into your own style, gradually building the communication presence that signals your readiness for progression.

Your expertise is valuable. Make sure your communication style helps others recognise just how valuable it is.

You can find the Grade Guide for your next grade here. 

Ready to develop the communication style that opens doors? Book a Career Progression Clarity Session to identify your specific development areas and create a plan for building the presence senior roles require.

Want to understand the complete hidden curriculum? Read The Hidden Curriculum of Progression: Unspoken Rules for Career Growth in HE Professional Services for the full picture.

Next up: Decision-Making in Professional Services: What Panels Look for at Each Grade - Coming soon