Communication Styles in the Workplace

When it comes to workplace skills, few are as essential as the ability to effectively communicate with those around you. Fortunately, everyone communicates in one way or another – whether through words, gestures, or body language. However, everyone has their own style of communication, and an inability to identify and understand different communication styles can cause problems in the workplace.

In this article, we’ll examine the four different types of communication styles in the workplace and explain the benefits and drawbacks of each. We’ll also offer our take on what many consider to be the best style to use when you want to minimize miscommunication, hurt feelings, arguments, and other forms of workplace strife.

Why effective communication is vital for the workplace

Without clear and effective communication in the workplace, most companies would struggle to achieve any of their goals. Good communication is essential for ensuring employees maintain positive workplace relationships, understand and work toward shared business goals, and relay information and ideas in the most efficient manner possible.

A corporate culture that’s built around effective communication can enhance morale, inspire greater employee engagement, and foster a more productive work environment. Companies that can maintain that culture of communication often enjoy higher levels of employee job satisfaction, more consistent customer service, and reduced workplace tension and conflict.

4 basic communication styles

Everyone has heard someone say, “That is so passive-aggressive.” You've probably also been in a situation where someone has been referred to as assertive. As it turns out, those are just two of the four main styles of communication that you’re likely to encounter in any given work environment. The four basic communication styles are:

• Passive

• Aggressive

• Passive-Aggressive

• Assertive

The passive communication style

The person who demonstrates a passive communication style may also be referred to as an introvert, or shy. This individual doesn't express opinions or feelings and often simply goes with the flow. You can easily identify someone who has a passive communication style because he or she will often speak softly and apologize, even when an apology isn't called for. 

Watch out for: sudden outbursts that don't seem to fit the current situation. These outbursts happen because issues have been building within the passive person for a while. The passive communicator will allow resentment and frustration to build up over time, often without realizing it's happening. 

Listen for: phrases that indicate the passive communicator feels left out. For example, “It doesn't matter what I say.” You may also hear a passive communicator say something like, “I just want to keep the peace,” or “Whatever you think is best.” 

The aggressive communication style

This person isn't afraid to tell it like it is. The aggressive communicator has opinions and will argue for their needs to be met – even if it means stepping on other people's toes. The aggressive communicator is often seen as someone who is verbally abusive towards others. This person does not avoid conflict.

You'll almost certainly recognize this communication style when you encounter it since you'll probably feel demeaned, criticized, or even a little intimidated. 

Watch out for: someone with a superiority complex. People with an aggressive communication style have no problem blaming others and will often act like they’re better than everyone else in the room. 

Listen for: entitlement phrases like, “You owe me,” or “It's all your fault.” The aggressive communicator will often try their best to have the last word in any conversation and will frequently interrupt others who are speaking. 

The passive-aggressive communication style

Now we've come to the all-too-popular passive-aggressive communication style. These communicators seem passive, but they have aggressive tendencies. Ultimately, passive-aggressive people have feelings or thoughts that they don't know how to express in a positive and constructive way.

Passive-aggressive communicators can be hard to identify until they show aggressive behavior. For example, you may be thinking that you're dealing with a passive communicator, but then you'll notice that this passive person intentionally misses deadlines or agrees to do a thing and then never shows up to do it. 

Watch out for: the passive-aggressive communicator uses body language to express displeasure with a person or issue. You may even notice that their expression doesn't match their words. The actions are subtle, so you have to pay attention.

Listen for: apparent agreement with mumbling. Oftentimes, the passive-aggressive communicator will be fine with performing a task. This person may even make it seem as if he or she is looking forward to doing it. But, as they walk away, you might hear them mutter something incoherent. 

It’s also important to understand that people who use the passive-aggressive communication style are often more powerful than they might appear. Many of these people use sarcasm, conversation avoidance, gossip, sabotage, and similar passive-aggressive tactics to influence and control coworkers and even superiors.

The assertive communication style

The fourth communication style on our list is assertiveness. The assertive communicator is the type of person who knows their value and can talk about their needs and feelings without being mean to others or attempting to manipulate them in a negative way.

The assertive communication style is typified by more direct communication and sincere respect for other people’s ideas and personal needs. These types of employees are able to convey their opinions and ideas in a way that doesn’t automatically make other people feel less valued.

You'll notice that assertive communicators own their feelings and use a lot of “I” statements. For example, someone with an assertive communication style would not express displeasure at a situation by saying, “You're wrong.” Instead, you would hear something more along the lines of, “While I disagree with that, I'm sure we can find a way to make it work.” 

Assertive communicators share ideas and are ideal job candidates for leadership roles. 

The Ideal communication style for the workplace

Most experts agree that reliance on the assertive communication style is usually the most effective way to build workplace relationships, maintain a positive work environment, and minimize the potential for conflict. As a result, learning how to employ this style of communication can offer a whole host of benefits for any worker.

Still, there are times when a more passive or aggressive approach may be necessary to resolve conflict or deal with other problematic situations. On the other hand, passive-aggressive communication style offers no real benefits for the workplace – and can instead contribute to the creation of a toxic work environment.

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Learn these communication styles to improve your communication skills

Communication is one of the leading soft skills that employers seek in job candidates. While your communication style is part of your personality, it can be improved or enhanced. There are a number of online courses that you can take to enhance your communication style. Look for courses that emphasize improving:

• Active listening skills

• Understanding and use of body language

• Demonstrating empathy, authenticity, and flexibility

You may even find courses that help you to work on things like using communication to influence or inspire others. The way you communicate with others has a direct impact on your career success. That’s why it’s so important to learn how to balance your wants and needs with the wants and needs of other people in your workplace.

You can also learn how to recognize other people’s communication styles through observation and personal interaction. Always consider 

• Your relationship with the person, since superiors, subordinates, and colleagues may interact with you in dramatically different ways

• Potential cultural differences that may impact those styles of communication

Work on your own communication skills each day. Get in the habit of listening to what other people are saying – not just the words, but the intent and meaning. Force yourself to ask more clarifying questions and avoid making those workplace conversations about you.

Improve your workplace interactions

The good news is you don’t have to become a communications expert to boost your ability to effectively communicate in the workplace. You just need to understand the four basic communication styles and learn how to recognize which styles people are using when you interact with them. That understanding can help you better manage your business interactions and achieve greater success.

Need help conveying your communication style in your resume? Get a free resume review from our team of experts today!

This article was originally written by Marsha Hebert and has been updated by Ken Chase.