Effective communication is the result of successful teams. The way people communicate can directly impact team performance. A Forbes study identified that for 49% of respondents, ineffective communication results in poor productivity. Also, 50% reported a negative impact on job satisfaction, while 49% said it also affected stress levels.
Each individual has a distinct way of expressing thoughts and ideas. So, in a diverse team, these communication styles are vast. Sometimes, finding common ground with people with a different communication style might be challenging. The differences can create obstacles in the team workflow.
Thus, understanding various communication styles becomes important for preventing misunderstandings in teamwork. It’s essential for leaders as they can adapt the different communication styles in their approach to a team. This will help them connect better with every participant.
“I've implemented a tailored approach to communication, acknowledging that each team member has unique preferences and styles. By taking the time to understand each individual's communication needs, I've found that our interactions become more productive, empathetic, and effective.” - Harrison Tang , CEO and Co-founder, Spokeo
Key communication styles
How people interact with others can be referred to as communication style, which can be influenced by an individual’s personality, cultural background, and previous social experiences.
The key communication styles are listed below. People can improve teamwork and enhance productivity by recognising and understanding the differences in communication styles. It’s important to note that communication styles vary in different interactions and should be seen as flexible. In different environments or situations, people may adapt certain styles, which best fit their experience in the topic of discussion. Thus, communication styles should be seen as tools for self-awareness rather than labels.
1. Assertive
An assertive communication style is linked to confidence. Assertive communicators are usually good listeners and are often willing to compromise. They like to take responsibility for solving problems and standing up for their views without insulting others. When expressing opinions, they’re clear, positive and honest. Even though they’re confident and direct in their social interactions, it doesn’t come across as aggressive. In contrast, assertive communicators show respect when considering the perspectives of others.
This communication style has been named a key factor for efficient cooperation between employees and supervisors. Assertive communication leads to mutual respect and better problem-solving, which is why it can be considered the most useful and essential style in the workplace.
2. Passive
Passive communicators tend to avoid expressing their own opinions. They keep to themselves and rarely speak up, even if they disagree. They usually yield to others who speak up and agree with the group’s chosen leader. Such people can easily be taken advantage of, which creates an imbalance in relationships. This shows the need for leaders to identify and know how to act with passive communicators.
When it comes to this communication style, it’s all about comfort and creating a safe environment. People with a passive communication style should be supported and encouraged to share their opinions. Reassuring helps to create a safe space for them to speak up without fear of judgement. Passive communicators require patience and some validation to make them feel valued.
3. Aggressive
Aggressive communication style involves control and leadership. People with that style express their thoughts loudly and bossy, often disregarding others’ perspectives. They interrupt others and adopt a dominating position in general. This can create a monopoly in sharing ideas within a group because aggressive communicators limit conversations.
People with an aggressive communication style can take advantage of passive communicators. Managers need to recognise this behaviour and not let it continue. Set boundaries and remind team members that everyone is equal. When talking to aggressive communicators, it’s important to stay calm and not give in to their provocations.
4. Passive-aggressive
Passive-aggressive communicators combine elements of both passive and aggressive styles. Instead of expressing negative feelings directly, they often share them by spreading gossip or rumours. Their behaviour, such as sighs and sarcasm, can drop the team’s morale.
Passive-aggressive communication is becoming increasingly common in the modern workplace. A significant 83% of employees report encountering such an attitude during their professional interactions. Passive-aggressive communication can pose challenges to productivity and team dynamics. According to a study, 66% of people reported such communication to increased anxiety levels, which leads to negative effects on their work performance.
Effective leaders should approach these situations with empathy, seeking to understand any issues or changes that may have led to this behavior. When dealing with passive-aggressive communication, avoid confrontation and try to uncover the root of the problem. Encourage such employees to share their concerns instead of expressing them through indirect actions.
Why team communication matters
Teamwork can’t succeed without communication. Successful communication within a team helps an organisation thrive in many ways. According to a survey, poor communication costs companies an average of $62.4 million annually. These costs clearly show that investing in fostering team communication is worth it. Here are some other reasons why communication within a team is essential.
1. Fewer conflicts
Poor communication is often the cause of conflicts. Leaders should foster awareness and be ready to deal with various communication styles in a team. For example, leaders should know how to respond to aggressive communicators—be polite, communicate the boundaries, and try to understand if there is a reason for this aggression. Effective communication reduces conflicts and helps to maintain a stable workflow.
2. Improvements in company culture
Good relationships with your colleagues are always an asset. Understanding and adapting to different communication styles foster mutual respect, which strengthens relationships. Being accepted and validated in the workplace reduces stress and anxiety related to the job. It contributes to a more positive and supportive dynamic. A healthy company culture increases job satisfaction and loyalty to the company.
3. Productivity growth
Clear communication reduces mistakes and accelerates decision-making. Disagreements usually take time and energy. If people don’t have to spend time arguing, the work becomes more effective. Workers become more energetic and productive. Moreover, team members who communicate well know each other’s strengths and weaknesses, which helps to structure the work more efficiently.
Tips to improve communication within a team
If you need to improve your team’s communication, here are some tips you can implement.
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1. Active listening
Active listening fosters understanding within a team. Encourage team members to listen carefully to their colleagues without interrupting and judging. Take time to reflect on what has been said before responding. This way, you are more likely to avoid misunderstandings. Active listening also helps with seeing and valuing others’ perspectives. This creates an inclusive environment where people feel valued and aggressive communication can’t thrive.
“When team members are trained to listen actively, they understand each other better, which leads to improved task execution. This causes our teams to work more efficiently, boosting overall performance.”- Aja Chavez, Executive Director, Mission Prep
2. Be aware of body language
Body language is a necessary part of communication. It sometimes conveys even more than words do. Pay attention to other people’s body language when they’re speaking. By doing so, you might be able to identify passive-aggressive communicators and address the issues. When talking to others, maintain eye contact and show interest. These small things give the speaker acknowledgement and encourage them to continue sharing opinions.
3. Promote open communication
Effective communication relies on an open exchange of ideas. Always remember to promote open communication in your company. This encourages people to speak up in case something is worrying them, which prevents the creation of a toxic environment. Give employees opportunities to share their thoughts and ask questions without judgment.
“Our experience shows that leaders who prioritize transparent communication see up to 30% higher team productivity and significantly better retention rates. It's not just about sharing information – it's about building trust, fostering collaboration, and creating an environment where every team member feels heard and valued.” - Julia Yurchak, Senior Recruitment Consultant, Keller Executive Search
4. Explore communication training
Even if you think your communication skills are already strong, there is always room for improvement. Workshops on communication techniques can equip employees with skills for effective team interactions. Moreover, conflict resolution training may help employees manage disagreements smoothly.
5. Use tools to bridge gaps
Ayda Insights presents an opportunity to identify the input of the meeting’s members. This will help determine whether some people are showing signs of passive communication by not contributing or of aggressive communication by monopolising the conversation.
About the authors
Darja is a Behavioural Scientist and Customer Success Manager. She holds a Master’s in Social Sciences from the University of Helsinki, specialising in business anthropology and organisational psychology. She is also working on service and product development.
Natalia focuses on creating content that promotes improving work collaboration in organisations. With an interest in human resources and performance optimisation, she enjoys exploring practical approaches to empower teams.
