What are the four workplace communication styles?

In the same way people have preferences for music, food and fashion, every individual has a unique way of communicating. Reading people’s social cues is paramount for success, but it’s not easy when everyone is so different. Thankfully, many employees will have a primary way of communicating, although it’s common for people to display traits from other styles, too.

Learning about the workplace communication styles below can help you manage your team more thoughtfully and effectively, increasing engagement and productivity. Here are the four workplace communication styles.

Passive communication style

The passive communicator tends to avoid conflict and rarely speaks up or asserts themselves unprompted. They tend to be uncomfortable asking for help or admitting when they’re struggling to overcome a challenge. That said, they’re often kind and thoughtful—which can make them easy to work with.

However, because passive communicators aren’t direct, misunderstandings can easily occur—and resentment can potentially build if their concerns always go unnoticed. People with this communication style can be ultrasensitive to the needs of others and may over apologize.

Passive communication style examples include:

• “I’d rather not get involved”
• “I’ll let the rest of the team decide”
• “I’m sorry, it won’t happen again”

Aggressive communication style

Aggressive communicators are confident and direct when sharing their opinions and may have a tendency to speak over others. While their enthusiasm can be beneficial, their tendencies to think before speaking and overshadow others can make them seem rude and inconsiderate, even if that isn’t their intention. They might interrupt colleagues, speak out of turn and blame other people for mistakes.

Some examples of an aggressive communication style include:

• “You’re wrong and I’m right”
• “It was everyone else’s fault”
• “I know best”

Passive-aggressive communication style

Passive-aggressive communicators outwardly come across as passive, but are hiding aggression beneath the surface. This can manifest as toxic behavior, with the employee avoiding conflict and not expressing concerns to leadership—but being negative and disruptive with colleagues.

If an employee’s actions and words don’t line up, there’s a good chance they’re a passive-aggressive communicator. They tend to use non-verbal visible demeanor a lot, which can help you understand their true intentions. For instance, they might agree with you and then roll their eyes, slump their shoulders or mutter under their breath.

Passive-aggressive communication style examples include:

• “I don’t mind—but [insert colleague’s name] might be upset with that”
• “Did you hear how much work the manager asked us to do yesterday?”
• “I’m happy to help” (then does the opposite of what they’ve been instructed to do)

Assertive communication style

Assertive communicators are confident and express their opinions and needs—but know how to do it professionally and appropriately. They listen to colleagues and encourage them, but will speak up if they have concerns. These communicators can be great at collaborating because they protect their own needs while taking other people into consideration. They’re direct and honest without being rude or overbearing.

Some assertive communication style examples are:

• “I’m happy to take on the extra workload, but it might impact the project I’m already working on”
• “That’s a great idea, tell me more”
• “I wasn’t happy with the tone of voice you used in the meeting yesterday, but we’re all under pressure so I understand where it came from”

How to talk to each communication style

The way you speak to employees with differing communication styles can impact the results you get from them. Let’s look at how you can adapt the way you communicate to get the best out of your team members.

Passive

You can try the following when managing people with a passive workplace communication style:

• Be optimistic, kind and inspiring to help them feel confident
• Take time to ask for their opinion one-on-one rather than in front of a group
• Use open questions to encourage them to share
• Be patient with long silences to give them time to gather their thoughts

Aggressive

You might use these techniques with those who display an aggressive workplace communication style:

• Remain calm, confident and always be direct
• Be extra mindful of any bullying or harassing behavior
• Remain in control of conversations by avoiding personal or emotionally charged language
• Use conflict management skills to deescalate arguments

Passive-aggressive

To manage someone with a passive-aggressive workplace communication style, you might employ the following methods:

• Use humor or kindness to get them to open up about their true feelings—but appropriately confront any outright negative behavior
• Keep a firm handle on workplace gossip and backbiting
• Ask directly for feedback about specific situations
• Be clear with directions and remain positive to prevent them from using your words against you

Assertive

It’s important to make sure people with an assertive communication style feel valued and encouraged. You can do this by:

• Publicly praising specific behaviors you’d like other employees to replicate
• Giving them good feedback one-to-one

Benefits of understanding communication styles in the workplace

Let’s look at why you and your leadership team should incorporate understanding communication styles into your people/HR strategy:

• Customizing how you speak to employees depending on their unique needs and preferences can have a profoundly positive impact on workplace culture.
• Your reputation as an employer brand can improve if you’re able to accommodate people with differing communication styles.
• Unhealthy conflict in the workplace can decrease productivity, and knowing how each employee prefers to speak and be spoken to can help you avoid it.
• Treating employees as unique individuals can inspire engagement and help everyone feel valued and included.

Tips for being a better communicator

Understanding the subtle cues people give during verbal, written, physical and visual communication can help you become a better communicator. That involves having a keen eye for detail and genuinely caring about what motivates or discourages each worker.

Critically, you need to be able to listen to what a person is saying, while also looking for clues about any subtext or hidden meanings. As you get better at hearing and seeing what people are showing and telling you, the better you can be at engaging and inspiring them.

The tiniest details can make the biggest difference when it comes to keeping the peace while ensuring you meet targets and address challenges. Here are four steps you can take to become an effective communicator:

1. Listen: Giving an employee your full attention and making sure they feel heard can be a huge component in becoming an excellent communicator in the workplace. Instead of making assumptions about what they’re going to say or what they mean, ask questions and suspend judgment.
2. Observe: Be sure to look for other clues while listening to an employee. Their tone of voice, facial expression or unconscious biases can give you a wealth of information.
3. Organize: The way you organize speech can significantly change the way employees receive a message. Use noninflammatory language when possible and learn how to use motivational interviewing techniques to diffuse challenging situations. That involves asking questions to encourage employees to open up rather than making accusations or dictating.
4. Connect: Tailor your communication style to the individual so they feel like there’s an authentic connection between you. This can help inspire loyalty, openness and beneficial feedback.

Navigate different communication styles

Being able to efficiently communicate with teams is vital to leaders and employees. While every person is unique and communicates in a different way (sometimes depending on the situation), being able to adapt is key. From subtle cues to not-so-subtle speech, knowing how to handle communicating with others will go a long way in building an efficient workplace.