4 workplace communication styles every leader must know

The modern workplace has never been more diverse — and that puts a premium on how well leaders can manage folks like and unlike themselves and connect and communicate with them effectively.

The big picture: Poorly communication can lead to misunderstandings, decreased productivity, and even tension within the organization. Troubling data published by Forbes shows:

• Nearly 50% of employees reported ineffective communication affects their job satisfaction.
• 49% said miscommunication negatively impacts their performance.
• 42% said bad communication contributed to their rising stress levels.

To facilitate better employee communications and drive a more aligned workforce, leaders must understand the different communication styles in the workplace and how they can impact team relationships. 

Understand the different communication styles in the workplace

To truly foster a positive work environment, you need stronger connections and interpersonal relationships start with trust, understanding, and a willingness to build common ground. Done well, leaders lay the foundation for a workplace built on mutual respect. That can also:

• Create a work environment where employees feel heard. Employees who feel heard are 4.6 times more likely to feel empowered to perform their best work, according to Salesforce.
• Boost team cohesion by crafting messages that appeal to each communication style within the organization. This can reduce friction, boost cooperation, and align the team towards common goals. 
• Improve innovation and problem-solving. Employees approach problem-solving in different ways. Leaders who understand communication styles can easily facilitate open dialogue and encourage diverse perspectives.
• Improve decision-making. A better understanding of employee communication styles allows you to determine how best to involve them in top organizational affairs. This can lead to more transparent discussions, better feedback loops, and a stronger decision-making process.

Leaders who are in tune with the preferred communication styles of different employees know what to look out for when mediating conflict. They also know how to establish common ground that can de-escalate issues.

4 communication styles in the workplace

Effective communication in your organization starts with understanding the primary styles of communication employees have and how to better interact with them. To understand the employee communication style in your workplace:

Ask critical questions to determine employee preferences and actively listen to their responses. Take polls or surveys that assess:

• How employees prefer to receive or give feedback.
• How they’re likely to voice concerns about managerial decisions.
• How they prefer to resolve conflicts with co-workers.
• Communication channels they’re more likely to engage.

Study how employees communicate, what they interact with, and how they respond to conversations you initiate. Look out for:

• How employees participate in team meetings. Do they speak up freely or simply go with the flow?
• How they respond to emails or instant messages. Do they respond early enough or take too long? Do they use cordial or sharp language? Are they argumentative? Etc. 
• How they react to feedback. Are they defensive or open to suggestions?

Use insights from these questions to Identify gaps between how you share information and how your team shares information with one another. As you do the above, look out for key indicators of these four communication styles:

1. Assertive communication

Assertive communicators express their thoughts and feelings openly and respectfully while considering others' perspectives. They are clear and direct and often express their needs, thoughts, and feelings without undermining others.

The International Journal of Communication Research published a study confirming assertive communication can improve cooperation between colleagues and between supervisors and employees. This makes the communication style ideal for workplace interactions. 

Assertive communicators are:

• Confident, but not aggressive. 
• Open to feedback and appreciate constructive discussions.
• Respect others’ opinions, even when disagreeing.
• Appreciative of honesty and mutual respect. 

When dealing with assertive employees, be straightforward and concise in your communication. Let them express their thoughts, and focus on finding solutions, rather than dwelling on problems. 

Empower your assertive communicators by providing more opportunities for them to lead discussions, projects, and other high-impact engagements, especially when they prove to be competent for such tasks. 

2. Passive communication

Passive communicators avoid expressing their thoughts or needs, often prioritizing others’ interests over their own. This communication style can create an imbalance in relationships because passive communicators may feel unheard or taken advantage of.

Employees with the passive communication style may:

• Avoid confrontation or disagreement.
• Struggle to express their own opinions or needs.
• Agree with others to avoid conflict even when they disagree internally. 

Passive communicators also tend to suppress emotions, which may lead to frustration or resentment. Look out for communication patterns, body language, or cues that may indicate negative emotions of discomfort with the passive-style employee.

Create a safe environment when working with passive-style communicators. Make them feel comfortable when expressing themselves.

• Use anonymous feedback channels, surveys, or polls to encourage passive employees to share their thoughts and opinions. 
• In direct conversations, be patient and give them time to gather their thoughts before responding.
• Provide validation for their input and make them feel that their perspective is valued.
• Avoid overwhelming them in group discussions; they may prefer one-on-one conversations.

Passive communicators need support and encouragement to break out of their default mode. Leaders can help by actively sharing materials and resources to help passive employees improve their confidence and communication skills.

3. Aggressive communication

Aggressive communicators forcefully express their opinions, often disregarding how others feel or what perspectives they have. These types of communicators prioritize their own needs and desires, which can create tension and conflict within teams. 

Studies reveal that aggressive communication is highly dangerous to organizations. Such communication can damage relationships and undermine team morale.

Aggressive-style communicators are more likely to:

• Use a loud or demanding tone.
• Be dismissive or use confrontational language with colleagues.
• Focus on winning the argument rather than finding a mutual solution.

Managing aggressive communicators can be challenging because they often derail conversations or respond with hostility. In such cases, it’ll help to re-emphasize your workplace policies on respectful communication. 

When interacting with aggressive employees, try to:

• Stay calm and composed; do not match their aggressive tone.
• Set clear boundaries in communication and assert your needs.
• Keep conversations focused on solutions rather than personal attacks, emotions,  or blame.
• Avoid engaging in heated debates.

The Mayo Clinic suggests that aggressive-style employees use these communication tactics in an attempt to get what they want. Leaders must guide aggressive communicators toward more collaborative and respectful forms of dialogue. Do this by reminding aggressive employees about established workplace standards. 

Also, clarify job roles by outlining:

• Responsibilities: Clearly define what the employee is expected to do. This should include daily tasks, key objectives, and any specific projects they oversee.
• Reporting structure: Specify who the employee reports to, whether a direct manager, department head, or another leader. This ensures clarity on communication and accountability.
• Authority limits: Outline the boundaries of their decision-making power. Highlight areas where they can make independent decisions and where approval from higher-ups is required.

These measures ensure stronger accountability and prevent potentially aggressive employees from bypassing control or exerting pressure on others.

4. Passive-Aggressive Communication

Passive-aggressive communicators express negative feelings indirectly rather than openly addressing issues. More than 80% of workers say they’ve experienced passive-aggressive communication via work emails, according to Preply. 

Passive aggression is more like a manipulative communication style, often marked by sarcastic or evasive comments, silent treatments, backhanded compliments, and similar behavioral patterns. Passive communicators are likely to:

• Publicly agree with differing opinions or management decisions but sabotage projects behind the scenes. 
• Avoid confrontation while harboring negative feelings.
• Withhold important information out of spite.

The passive-aggressive communication style can be particularly destructive in the workplace. It breeds resentment, erodes trust, and eventually creates a hostile environment. This type of communicator requires careful handling, as it can be difficult to address underlying issues directly with them. 

Here are some strategies:

• Address passive-aggressive behavior as soon as you notice it, but do so constructively. Ask open-ended questions as they can help uncover the real problem.
• Use positive reinforcement and avoid confrontation. Show these employees that you value them and want to understand their dissatisfaction.
• Encourage passive-aggressive employees to express their concerns openly rather than through indirect actions or channels.
• Clarify expectations and check in on progress to prevent passive resistance from affecting work outcomes.

Leaders must be vigilant about passive-aggressive communicators and be careful not to use such communication tactics themselves. This is necessary to prevent the long-term damage passive aggression can cause to team dynamics. Given that various communication styles may tie to individual personalities, your leadership team should:

• Foster more team-bonding activities and encourage interactions that will help coworkers understand each other.
• Establish clear protocols for addressing grievances and communicate this to your team.
• Use various internal communication channels to emphasize the importance of positive workplace relationships.

Finally, lead by example and adopt a more balanced approach to communicating with employees.

The bottom line

Navigating the different types of communication styles is a core leadership skill that can make or break your team's success. Leaders who master the various communication styles in the workplace are better equipped to enhance team collaboration, promote a culture of respect and trust, and nurture a strong workforce. 

Go deeper: 8 internal communication trends shaping workplaces in 2024