How Developers Can Speak Clients’ Language and Avoid Miscommunication

By Ali Nguyen, Senior Software Engineer at Groove Technology

As a software developer, I used to believe that my job was all about solving complex technical problems. I thought that if I could write efficient code, design scalable systems, and troubleshoot issues quickly, I was doing everything right. But I soon realized something crucial—if I couldn’t clearly explain my solutions to non-technical stakeholders, my technical skills alone weren’t enough.

Early in my career, I found myself struggling in meetings with clients. I’d dive straight into discussions about frameworks, database queries, or API endpoints, only to be met with confusion. The disconnect was obvious, and it became clear that my ability to communicate was just as important as my ability to code.

Over time, I’ve learned that communication isn’t just about speaking—it’s about clarity, engagement, and trust. I’m not an expert in communication yet, but I try to improve every day. In this blog, I’ll share how I overcame communication barriers and learned to truly understand my clients.

01. Speak Up Proactively

In the past, I hesitated to voice my thoughts in meetings, worried that I might say something wrong or irrelevant. Through the years, I realized that staying silent often led to misalignment, misunderstandings, and missed opportunities to steer projects in the right direction.

Now, I make it a habit to actively participate in every meeting. If I spot an issue, I raise it immediately. If something is unclear, I ask for clarification. And if I agree with a point, I acknowledge it.

This approach helps in several ways:

• It prevents small problems from turning into big ones.
• It builds trust with clients and stakeholders, as they see that I’m engaged and thinking ahead.
• It creates a culture of open discussion, making it easier to collaborate on solutions.

For example, during a sprint planning session, a client requested a feature that seemed straightforward but had hidden scalability concerns. Instead of silently taking the task, I spoke up and explained the potential performance bottlenecks. We then worked together to refine the approach, saving weeks of potential rework.

02. Structure My Communication

One of the biggest mistakes I made early on was explaining everything from a purely technical perspective. I’d talk about databases, APIs, and algorithms, assuming clients would understand—or at least appreciate—the technical depth of the solution. But more often than not, I was met with blank stares or confusion.

To make my points clear, I now follow a simple structure:

• Explain the problem first – What issue are we solving?
• Provide a high-level solution – How does our approach address this issue?
• Highlight the impact – How does this benefit the client’s business?

Instead of saying:

“To optimize performance, we should implement caching to minimize database load and improve response times.”

I now say:

“Right now, the system is struggling when too many users access it at once. If we add caching, it’ll remember frequently used data instead of fetching it every time, making everything load much faster and giving users a smoother experience.”

This shift makes explanations more relatable and impactful.

Additionally, I’ve learned to pace myself. Speaking too quickly can make explanations overwhelming. Now, I take my time, using pauses to allow both my mind and my audience to process the information. Slowing down and simplifying my delivery has significantly improved how my ideas are received. I still run into difficulties when explaining highly technical concepts, especially when clients have little background in software development, but I’ve seen steady progress. Day by day, I find better ways to break things down and make my explanations clearer.

03. Build Confidence Through Practice

Like any skill, effective communication takes practice. I actively look for opportunities to improve by:

• Presenting technical updates to non-technical stakeholders.
• Writing documentation with clear, concise explanations.
• Seeking feedback on how well my points were understood.

One practice that has helped me immensely is summarizing key takeaways at the end of a discussion. After explaining a solution, I ask:

“Does this make sense? Would you like me to clarify anything?”

This small step ensures alignment and encourages questions before moving forward.

Over time, I’ve noticed that clear communication doesn’t just help me—it reassures my clients and strengthens our working relationships. Clients now trust that I’ll explain things in a way that makes sense to them, which leads to better decision-making and smoother project execution.

04. Anticipate and Address Concerns

Another critical lesson I’ve learned is to anticipate client concerns before they even arise. If a technical decision might lead to delays, budget increases, or feature trade-offs, I bring it up proactively.

For instance, in one project, we needed to refactor a legacy system before adding new features. Instead of waiting for the client to ask why development was taking longer than expected, I addressed it upfront:

“Before we implement this feature, we need to restructure part of the codebase to prevent performance issues. While this adds an extra week to development, it will save months of maintenance effort in the long run.”

By setting expectations early, I prevent misunderstandings and gain buy-in from stakeholders.

05. Use Visual Aids and Analogies

Sometimes, words alone aren’t enough to explain complex technical concepts. That’s where visuals and analogies come in.

• Diagrams, behavior screenshots or recorded video flows help break down system architecture, workflows, and dependencies. Whenever possible, I use these visuals to make explanations clearer.
• Analogies make abstract concepts more tangible. For example, explaining load balancing as “directing traffic across multiple roads instead of clogging a single lane” resonates more with non-technical audiences.

Using these tools, I make it easier for clients and team members to grasp key ideas without getting lost in jargon.

Final Thoughts: Developers Need to Be Great Communicators Too

Technical skills make us good developers, but communication skills make us great ones. The ability to articulate problems, present solutions, and align expectations transforms how we collaborate with clients, stakeholders, and team members.

By speaking up, structuring explanations effectively, practicing regularly, anticipating concerns, and using visual aids, I’ve made communication one of my strongest assets. And the best part? It’s a skill that continuously improves with effort.

Clear communication reduces friction, builds trust, and ultimately makes our work more impactful.

📩 Have a story about client communication challenges? Let’s connect—reach out at contact@groovetechnology.com.

Ali Nguyen is a Senior Software Engineer at Groove Technology, bridging the gap between technical complexity and business needs through clear, effective communication.