Effective communication is a vital part of any workplace. Not only does it allow for productive, efficient collaboration, but it also helps to foster a positive, inclusive working environment.

However, each individual in a team may communicate differently. The key to effective communication is to understand these different communication styles, identify how they come about and set out practical strategies to improve communication. By gaining a deep understanding of the different communication styles, we can enhance our interaction in the workplace, build better relationships between colleagues and improve productivity.

The four main communication styles

There are four main communication styles that people can engage in. Often, people will veer towards mainly using one type of communication style, but depending on the situation, sometimes people can use a mixture of them all.

Assertive communication

Assertive communication will involve the speaker standing up for what they want. This might involve their own needs and wellbeing but also the needs of others. They’ll typically be calm, respectful and polite, but will often be direct and get to the point quickly.

Assertive communicators are happy to take on projects but will protect their boundaries and the boundaries of others. However, they rarely get overly aggressive or defensive when they communicate. Instead, they’ll aim to communicate their needs and feelings in a straightforward manner while making sure other people feel comfortable. They’ll try to collaborate to reach a conclusion that suits their needs, and they’ll work to a compromise when required.

Passive communication

Passive communicators will often be quiet in discussions and avoid expressing their thoughts, feelings or ideas. They’ll typically avoid taking a stance one way or another in a debate and may wait for someone else to take the lead. They can sometimes use indirect language to speak around a subject rather than address it directly, which can lead to misunderstandings.

People who use a passive communication style will often try to avoid conflict. They are generally happy to go with the flow and are quite easy-going, but this can also mean they don’t speak up when there is a problem. They may struggle to set boundaries and may find it difficult to push back and say “no” when needed.

Aggressive communication

People using an aggressive communication style will be confident and direct. They’ll often dominate the conversation, sometimes interrupting others and taking control of the discussion. Typically, their primary aim is to get their own point across, to communicate their own needs, often at the expense of others.

Aggressive communicators can be blunt to the point that sometimes they are rude. They’ll often be resistant to compromising with others, instead set on getting their own way. From this, they can be dismissive of other people’s boundaries and can even sometimes descend into personal attacks on others.

Passive-aggressive communication

As the name suggests, a passive-aggressive communication style will be a blend of both the aggressive and passive types of communication. They will typically appear passive on the surface but will have more aggressive aims. They generally won’t communicate their needs clearly, which can lead to misunderstandings.

These types of communicators will often be indirect and avoid dealing with the issue head-on. They often won’t say what they mean or use veiled language that they can deny later on. They’ll want to avoid direct conflict but may still resort to personal attacks, by way of sarcasm or talking to others behind people’s backs.

How to interact with different communication styles at work

Each type of communication style will need a slightly different approach to interact effectively.

How to manage an assertive communicator

Assertive communicators will appreciate direct conversations. When speaking with an assertive communicator, aim to speak concisely and to the point. When giving feedback, be honest and try to keep to practical, actionable points.

Encourage people who use an assertive communication style to share their ideas. You should always verbally acknowledge and respect their perspective, even if you have a different opinion, but you shouldn’t shy away from expressing your own ideas.

How to communicate effectively as an assertive communicator

If you know you’re an assertive communicator, you may need to sometimes employ patience in a discussion. Not everyone may speak as directly as you like, but you should aim to keep calm and allow people to make the point they need to make in the way they need to make it. Keep in mind that some situations will call for different communication styles.

You may also need to offer reassurance to others. Some people may confuse your directness for bluntness, so be aware of how others may be reacting to your speech, and provide reassurance when it might be required so people understand you are coming from a good place.

How to manage a passive communicator

People who often use a passive communication style may need extra support and encouragement to contribute to discussions. This could involve asking them directly for their thoughts or opinions in a group setting and making sure they have space to speak their mind.

It can also be helpful to ensure you have created an environment where they feel comfortable speaking up. They shouldn’t feel pressured to contribute but instead should feel safe to speak without judgement. Sometimes, it can be helpful to offer an alternative communication platform. Whilst some people might not like to raise a point in a group setting, they might be more comfortable speaking one-on-one or via written communication like email.

How to communicate effectively as a passive communicator

If you frequently use the passive communication style, you might find it helpful to practice more assertive language. This can help you to get your point across in discussions and ensure you get the support you need at work. Some people find it beneficial to rehearse what they want to say before a meeting, although there will often be situations where you will need to be spontaneous.

Make sure you know what your goals and aims are. Set boundaries for yourself and remind yourself that it’s OK to say “no” to protect your wellbeing. Be open to collaboration and discussing your needs and ideas with others.

How to manage an aggressive communicator

When you are interacting with someone employing an aggressive communication style, it’s important to stay calm. It can be easy to get defensive, especially if someone has resorted to personal attacks, but this won’t result in effective communication. Instead, avoid personal attacks yourself and make sure the conversation sticks to the issue at hand. Focus on what they are actually trying to say, and work to reach a solution.

You should also make sure you set boundaries with aggressive communicators. You should let them know that you wish to be addressed in a professional, respectful manner, and that applies to everyone on the team. If someone is being frequently and severely aggressive, you should look to their line manager or HR for more support.

How to communicate effectively as an aggressive communicator

If you find you are using an aggressive communication style at work, it can be beneficial to identify what triggers you to aggression. Often, people communicate in an aggressive style due to frustration or stress – try to find out what’s pushing you towards aggression and work to discuss this with your manager, to try to solve the issue at the cause.

You could also find it helpful to take a breath before you respond. Often aggressive communicators will react before thinking, which can result in inappropriate language. Instead, think before you speak, and try to consider the needs, feelings and boundaries of others.

How to manage a passive-aggressive communicator

When you are interacting with a passive-aggressive communicator, will need to remain calm and professional. Rather than getting sidetracked by their behaviour, focus on the facts of the matter. If they aren’t communicating clearly, ask them to clarify what it is they’re saying. Sometimes, it can be better to ask them to clarify in writing, so there can be no ambiguity.

You should encourage them to be direct and open. Make sure you have created an environment where they can be comfortable stating their true thoughts and needs. If someone is consistently engaging in passive-aggressive behaviour, it can be helpful to address it in a one-on-one meeting. Ask them what they think is causing the behaviour and try to reach a solution.

How to communicate effectively as a passive-aggressive communicator

If you have tendencies towards passive-aggressive communication, you should aim to reflect on what causes this behaviour. It may be that you don’t feel comfortable being direct in discussions, or you may feel there are issues with people that aren’t being addressed. Once you can identify the root cause, speak about it with your manager or another appropriate channel. You should aim to get it resolved as soon as possible, rather than letting it fester, as this could exacerbate the problem.

Think about how you can communicate your issues in a constructive way. Try to discuss your frustrations in a way that works towards a solution or compromise with your colleagues.

Tips for improving communication at work

Here are some practical strategies to improve communication in the workplace.

Create an environment for open communication

One of the most important ways to improve communication at work is to ensure you have created an environment that fosters open and honest communication from all team members. Everyone should feel comfortable speaking up and know they will be listened to without judgement.

Management should be setting the tone for effective communication. You will need to set the standard by utilising an assertive communication style to show others that it is OK to speak directly while being empathetic to others. You should use constructive criticism when it is needed and always acknowledge people’s perspectives if they differ from your own.

Use the right platforms for the right discussions

You should always aim to use the right platform for the right discussions. For example, if you have something that requires collaboration, a meeting might be best. This can allow everyone on the team to contribute their thoughts and ideas, as well as raise concerns and identify where they might need extra support from others.

However, if you need to only notify people about something, rather than ask for collaboration, an email might be the best option. You could always begin with an email, let everyone read through the information and the details, and then see if a follow-up meeting is required.

As well as using the right platforms, you should also be using the right tools. In a collaborative meeting, you can use a whiteboard to note down everyone’s ideas. This will ensure everyone knows they will be heard, and their ideas will be considered. You can then take a photo of the whiteboard or ask someone to write it up in a document and share it around after the meeting, to ensure no ideas get lost.

Regularly collect feedback

Lastly, you should frequently collect feedback from the team to get their thoughts on the communication styles within the workplace. This should include management’s communication style as well as the environment and how comfortable they feel about speaking up. You can also ask what they think about how the team currently communicates and any improvements they think can be made. Aim to act on this feedback and make the changes where necessary.

Communicate effectively at work with Nobo

Nobo has a range of tools and workplace solutions to help you get the most out of your workplace and enjoy effective, productive communication. From mobile whiteboards to flipchart easels, we’re sure to have what you need to get the most out of your meetings.