To fully harness the power of your team, you must first know how to effectively communicate with them. Communication inefficiencies can take up 13% of a worker’s day, according to research from Mitel. This waste of time does no one any favours and a great way to go around improving the situation is learning how to recognise, and work with, the four most common communication styles.
Why Are Communication Styles Important?
Understanding communication styles is important for any leader because the ability to communicate effectively is a key requisite for a successful team. During times of change or stress, being able to convey directions clearly and assertively will ensure that problems are solves quickly.
But what happens when things go wrong? Poor communication sits at the heart of many conflicts, errors and wasted time. It can also affect overall mood and wellbeing, with 61% of workers feeling that a communication divide lowers morale.
What Are The Main 4 Types of Communication in the Workplace?
There are four main communication styles. Most people fall largely into one of these categories. There are some variations, and you may find that some employees seem to straddle two or more, but it’s likely that you’ll be able to pick out the main thrust of their style quite easily. Just like love languages, people tend to lean more towards one or another.
Likewise, you may find it tricky to work out which style you most closely align your own communication style with at first, but the more attention you pay the clearer it will become.
The four main styles are:
- Passive communicators
- Aggressive communicators
- Passive-aggressive communicators
- Assertive communicators
Once you’re able to identify what kind of communicator you’re dealing with and what kind of communicator you are, you’re in a much better position to start being heard.
So, what do these styles look like in practice? And how do you handle them?
🤐 Type 1: Passive Communication Style
When someone has a passive communication style, it’s recognisable by the fact that they tend to stay quiet and rarely raises issues or points. They may physically retreat from confrontation and be softly spoken.
Often, passive communicators will suppress their feelings, building internal resentment. Those quiet quitters? Many of them may be passive communicators.
While passive communicators might believe they’re “keeping the peace”, they often create more problems down the road. If this sounds like your communication style, then it may be time to decide what you want to achieve in your career.
For example: Being passive will make promotions or team leadership harder to achieve. You may find your peers progressing ahead of you, and without the confidence to convey your unhappiness in a constructive and assertive way, things are unlikely to get better for you at work. Is short term peace worth long term disappointment?
Women are often told to be less passive in the workplace, but are punished when they are assertive. If you are struggling to be heard at work, you’re not alone. Many women find communication difficult, not because they are inherently bad at it, but because they are trying to operate within a system that will penalise them either way.
Pros and Cons of Being a Passive Communicator
Pros: Passive communicators are unlikely to cause trouble in the workplace and they are generally keen to avoid confrontation. This can be seen as a positive, especially in a volatile working environment. Passive communicators often do well as personal assistants or as service staff, where deference is desirable.
Cons: Passive communicators often keep opinions to themselves, leading to misunderstandings or unnecessary resentment. Passive communicators may also be overlooked for promotions or managerial positions.
How to Work With a Passive Communicator
The best way to work with a passive communicator is to try and be straightforward without letting any hostility or anger creep in. Put the focus on solving the problem, rather than apportioning blame.
Be aware that they may not want to reveal their true opinions. Combat this by being as empathetic as possible, practicing active listening and building trust. Leave plenty of space for their replies and opinions and try and have important conversations one-on-one.
😡 Type 2. Aggressive Communication Style
An aggressive and manipulative communication style is very noticeable. (You’re imagining someone right now, aren’t you?) A harsh tone, blunt words, arrogance and sarcasm. These are all tell-tale signs. Aggressive communication may be visible through body language, with crossed arms and a lack of eye contact being covert ways for aggressive communicators to disrespect their peers or employees. disregard of personal space being some of the worst.
Pros and Cons of Being an Aggressive Communicator
Pros: Aggressive communicators can sometimes be good for a certain type of industry or workforce, the sort that enjoy a military-style motivator. However, we encourage consent before an aggressive communicator starts using their tactics on their team.
Cons: Aggressive communicators ruffle a lot of feathers. They often leave teammates feeling frustrated or aggrieved. Perhaps the biggest business con of an aggressive communicator is the way they can alienate the people around them, making it difficult to lead a cohesive team. Worse yet, aggressive communicators can cause genuine emotional damage to their employees. If you notice an aggressive communicator in your team, you may need to speak to HR about your concerns.
How to Work With an Aggressive Communicator
Effective communication with an aggressive communicator means keeping the conversation as neutral as possible. This means trying to avoid referencing feelings and emotions while remaining as calm as possible. Politeness can also be a useful tool, as it can disarm even aggressive communicators.
Make sure that all feedback is constructive and avoid being drawn in to matching their tone. If someone is being aggressive to the point of bullying or in a way that makes other people feel worried or fearful, it’s essential that you involve HR and quickly fix the situation.
🙄 Type 3: Passive-aggressive Communication Style
Thought that aggressive communication was the worse style? Passive-aggressive communication is a close competitor. Unproductive and irritating, nobody enjoys passive-aggression, especially at work.
It should be easy to spot in the mismatch between words and body language or facial expressions. Passive-aggressive communicators say one thing and mean another. They may also use sarcasm or voice discontent behind your back, making them prone to accusations of bullying.
Pros and Cons of Being a Passive-aggressive Communicator
Pros: There aren’t many pros to a passive aggressive style of communication. It can leave people confused and unsure of what is really being said. Although, it is sometimes easier to work out the true meaning than it is with passive communicators.
Cons: When people are very passive aggressive in communication, they can easily rile or upset the people they’re talking too. Their peers often feel frustrated by the lack of clarity.
How to Work With a Passive-aggressive Communicator
It may be possible to use gentle humour to disarm a passive aggressive communicator, giving them an opportunity to acknowledge the way that their words and actions fail to match.
Asking them to be direct and honest, and creating a space to do it in, is the best way to offer an opportunity for change. A workplace that prioritises psychological safety is more likely to foster open communicators.
😎 Type 4: Assertive Communication Style
Assertive communicators are clear about what they want and need, yet are able to deliver it in a balanced and open way. They tend to also be active listeners and their body language is unthreatening and receptive.
Pros and Cons of Being an Assertive Communicator
Pros: Generally, it’s easy to know what an assertive communicator wants and thinks. This makes them some of the easiest people to work with and reduces the chances of misunderstandings and miscommunications. Being assertive can even reduce stress, according to the Mayo Clinic.
Cons: Some other communicators may find their honesty or directness difficult to deal with, especially if they fall into one of the other communication types. Women’s assertiveness is often mislabelled as “bossiness” to undermine her authority.
How to Work With an Assertive Communicator
To make the most of an assertive communicator, empower them to continue sharing their thoughts and needs freely. Show them that their input is respected and that you value the fact that they are able to communicate ideas and solutions clearly.
Your Communication Types Can Affect Your Work Relationships
The way that you communicate can influence the message your audience takes away – and sometimes it might be the opposite of the one you want. Being able to identify your own style and make any needed adjustments will boost your success rate and make you a clearer communicator.
Identifying the Cause of a Communication Style
Sometimes, people start communicating in a particular style because they are unhappy about something specific. For example, employees who feel as though they are rarely listened to may retreat into passive-aggressive behaviour.
When an employee is communicating in a way that is detrimental to their team and is effecting the overall culture of your workplace, the first port of call should be a one-on-one meeting to see if there are any concerns that can be dealt with. An empathetic approach can sometimes lay the ground for improvement without the need for escalation.
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- 🤝 Improve employee engagement scores
- 🚀 Reduce employee churn
- 😍 Build a collaborative culture
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We equip managers with weekly suggestions to energise and connect with their people, help teams build habits of recognition into their day-to-day rhythms and go beyond simple rewards as a way to motivate staff.
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