Advertising
Advertising

Published on October 30, 2018

How to Work with Different Communication Styles in the Office

How to Work with Different Communication Styles in the Office

We all have our own unique way of communicating with each other. This is true in our personal lives as well as at work.

We all have run into people at both work and play that we just don’t seem to get. Not only do we not hit it off with them, we honestly have a hard time understanding the point they are making. It can be very frustrating interacting with someone when it seems like we are miles apart in the understanding department.

On the flip side, it’s awesome when we hit it off with people that just seem to “get us”. The conversation flows and there is an immediate sense of connection. There’s a reason for that.

In this article, we will look at 4 different communication styles. While we will focus on how to understand and work with different communication styles at the office, this can hold true in our personal lives as well. It will benefit you greatly at work to be cognizant of these different communication styles.

Once you are familiar with them, you will find it easier to navigate communicating with different communication styles at the office.

Let’s look at four primary communication styles at work.

4 Communication Styles

There are certainly more than 4 communication styles. We all have our own unique way of communicating.

Most people tend to have components of the communication that will place them more towards one of these 4 styles. It’s worth noting that very few of us fit exactly into one of these communication styles. We do have a stronger tendency and show attributes towards one or two.

Let’s take a look at the four primary communication styles. You will see characteristics in yourself that have similarities to one or more of these.

It also helps provide you with some insight into others communication style. This will allow you to be more aware of how we talk, interact, and communicate with each other and help you be a more effective communicator.

1. Functional

A functional communicator is someone who likes to get deep into the details. Someone who likes to understand how everything works.

They tend to be methodical, process driven and very detail oriented. He or she likes to work with timelines and milestones.

Think of a functional communicator like a detail oriented project manager. They like to see the whole picture as well as the details that make it all happen.

Advertising

A functional communicator likes to ensure they have a full understanding of projects before they kick things off and get started.

Functional communicators rarely make big mistakes because they focus on the many details. People like working with functional communicators because they work on a granular level and uncover possible mistakes that can be made.

Jumping right into something and “winging it” makes a functional communicator very uncomfortable. They can tend to be long winded and over detailed so when presenting to others don’t be surprised to see numerous glassy eyes in the audience.

2. Analytical

Analytical communicators have similarities to functional communicators. They tend to be less emotional. They like hard numbers and are data driven.

An analytical communicator likes direct conversation and does not do well with ambiguity or shades of gray. They tend to be good at making fair, fact based decisions without the emotional baggage attached to it. They sometimes come off as cold and emotionless.

Analytical communicators have little patience for emotional words and feelings when communicating. When you tell them sales are down, they want to know how much, as in a specific percentage.

One of their really great assets is that they are able to look at issues logically and analytically. On the downside, other people sometimes think of them as detached and robotic.

3. Personal

People with a personal communication style value emotional language and connection. They find a lot of value in not just what someone is saying and what they are thinking but also how they are feeling.

Being good listeners and a tendency to being diplomatic are trademarks of the personal communicator. A personal communication style can help smooth over conflicts and are very interested in the health of relationships.

Personal communicators really value connection and use that as a way to discovering how someone is truly thinking and feeling.

A huge upside to a personal communicator is that their style of communication tends to build deep personal relationship with others. They can be the glue that keeps things together.

On the downside, personal communicators can be viewed as too “touch feely” or “warm and fuzzy” by analytical communicators. I have a lot of traits of a personal communicator.

4. Intuitive

People with an intuitive communication style like to see the big picture. They don’t like getting bogged down in the weeds or too many details.

Advertising

When communicating, many times they will get right to the point without any fluff. They don’t have to hear the whole story or chain of events to get to the end result, just skip right to the good stuff.

As you might imagine the upside to an intuitive communicator is that, they are direct. No nonsense and extra information needed, just right to the end game.

The not as great side to being an intuitive communicator is they usually lack patience. When dealing with other communication styles, they lose interest and focus fast. They aren’t big fans of all the details or the step by step process that led something from point A to point B.

Again, they are great at looking at the big picture and being direct in communication. They aren’t so great in the details pieces of communication which can be an issue.

How To Work With Different Communication Styles

Now that we’ve taken a look at the 4 primary communication styles, let’s take a look at how to work with each style at the office.

In this section, you will learn the best way to interact and communicate with each style. As a reminder, understanding different communication styles will help you work and communicate better at work.

How to Work with a Functional Communicator

When you work with a functional communicator here are some key points to keep in mind.

The whole picture

Remember, functional communicators like to see the details in relation to the whole picture. Therefore, it’s a good idea to show them the complete plans of what you are speaking to them about.

Same thing goes in a written communication. They like to take the time to review the entire process and details. It’s important to them to understand their role and responsibilities in the project.

Provide feedback

Functional communicators enjoy hearing feedback throughout the journey. Provide them with your input on how they are doing. They are typically open to feedback from their peers.

Questions

They will tend to ask a lot of questions. Again, this comes from wanting to understand the entire scope of the project before they get going.

Allow them to ask as many questions as they need. A functional communicator will work best with a boss or manager that allows them to ask a lot of of questions AND will provide real feedback.

This is of major importance to remember when working with a functional communicator at the office.

Advertising

How to Work with an Analytical Communicator

Bring the numbers

As a reminder, analytical communicators like numbers and hard facts. When you interact with an analytical communicator, be ready to back up your story with facts and figures.

Data means everything to this communication style so the more you bring, the better off things will go.

Be logical Spock

Just like Spock was always spouting about how things were or weren’t logical, so is the analytical communicator. They live in the logical world and don’t have high regard for emotions.

When they are ready to make a decision, it is almost always based on the numbers, not on how they feel about it.

Cut the chit chat

Analytical communicators aren’t great conversationalists. They don’t like stories that make a point.

When you interact with this communication style, get to the point with your data and facts and figures. Don’t waste your breath on small talk. At least don’t spend much time on the small talk and chit chat.

How to Work with a Personal Communicator

Open up

Remember that personal communicators focus first and foremost on relationships. They like to understand what someone is feeling as well as thinking.

Be willing to share with them how you feel about a subject. It doesn’t have to be anything too personal but more about if you are feeling good or not about how a project is going. That’s what is important to them.

Personally, I respond very well when someone opens up to me about how they are feeling about something. In my opinion, it develops a sense of trust.

Be live

Personal communicators respond better to conversation in real life as opposed to over email or the phone.

Whenever possible, talk to them in person. They thrive on the in person experience and don’t always respond well to emails.

Don’t sweat the data

Personal communicators don’t respond as well to data and metrics and numbers nearly as much as emotion and connections.

Unlike analytical and functional communicators who love and thrive on data, it doesn’t do much for the personal communicator.

Advertising

Don’t worry too much about providing detailed numbers to back up your point. I enjoy data to a point but can’t spend too much time analyzing a spreadsheet.

How to Work with an Intuitive Communicator

Short and sweet

Since intuitive communicators like to understand the big picture without the details, it’s best to keep conversations short and sweet.

Don’t worry about bringing lots of details and instructions. Keep the conversation on point.

Feel free to provide a quick overview of the steps of the process or the big picture overview but don’t get into the weeds. An intuitive communicator will lose patience and interest fast.

Provide visuals

As intuitive communicators like to see the whole picture, having a visual or two is great when interacting with them.

Don’t be surprised if they whip out a pen and paper, and begin sketching the idea you are talking about. Being able to see it and not just speak it goes a long way with an intuitive communicator.

Allow ideas

They love being able to see and understand the big picture. If you are managing an intuitive communicator, allow them the space to share their ideas.

Let them talk to you about their ideas, and provide them with an outlet for sharing the big picture ideas they bring to the table. This can be a real asset if you allow it and conversely a point of contention if you don’t.

Conclusion

We’ve taken a look at 4 major communication styles that many of us see in the office. Now that you have a good understanding of the communication styles, take a look at yourself and see what your communication style is.

Do any of these seem like you?

Like most of us, you probably visualize yourself as primarily being like one of the 4 styles with some traits of one or two of the others.

It’s important to keep these communication styles in mind when working with others. Once you understand and work with different communication styles in the office, you’ll be able to communicate more effectively. And communicating more effectively with others at the office will pay rich dividends in your career.

Featured photo credit: Avatar of user rawpixel rawpixel @rawpixel rawpixel via unsplash.com

More by this author

Mat Apodaca

On a mission to share about how communication in the workplace and personal relationships plays a large role in your happiness

13 Essential People Skills to Succeed in Your Career How to Deal with Anger (The Ultimate Anger Management Guide) 10 Expert Techniques to Deal with Difficult People How to Practice Active Listening (A Step-By-Step Guide) How to Talk to Strangers Without Feeling Awkward

Trending in Smartcut

1 What to Do When Bored at Work (And Why You Feel Bored Actually) 2 30 Best Procrastination Quotes to Get You Back to Work 3 How to Set Short Term Goals for a Successful and Highly Fulfilling Life 4 7 Powerful Steps to Achieve Career Success 5 9 Things the Most Satisfying Jobs Have in Common

Read Next

Advertising
Advertising
Advertising

Last Updated on July 16, 2019

7 Ways to Get Rid of Negative Energy and Become Positive

7 Ways to Get Rid of Negative Energy and Become Positive

Negativity affects ourselves and everyone around us. It limits our potential to become something great and live a fulfilling, purposeful life. Negativity has a tangible effect on our health, too. Research has shown that people who cultivate negative energy experience more stress, more sickness, and less opportunity over the course of their lives than those who choose to live positively.

When we make a decision to become positive, and follow that decision up with action, we will begin to encounter situations and people that are also positive. The negative energy gets edged out by all positive experiences. It’s a snowball effect.

Although negative and positive thoughts will always exist, the key to becoming positive is to limit the amount of negativity that we experience by filling ourselves up with more positivity.

Here are some ways to get rid of negativity and become more positive.

1. Become Grateful for Everything

When life is all about us, it’s easy to believe that we deserve what we have. An attitude of entitlement puts us at the center of the universe and sets up the unrealistic expectation that others should cater to us, our needs, and our wants. This vain state of existence is a surefire way to set yourself up for an unfulfilled life of negativity.

People living in this sort of entitlement are “energy suckers”–they are always searching for what they can get out of a situation. People that don’t appreciate the nuances of their lives live in a constant state of lacking. And it’s really difficult to live a positive life this way.

Advertising

When we begin to be grateful and appreciate everything in our lives–from the small struggles that make us better, to the car that gets us from A to B every day–we shift our attitude from one of selfishness, to one of appreciation. This appreciation gets noticed by others, and a positive harmony begins to form in our relationships.

We begin to receive more of that which we are grateful for, because we’ve opened ourselves up to the idea of receiving, instead of taking. This will make your life more fulfilling, and more positive.

2. Laugh More, Especially at Yourself

Life gets busy, our schedules fill up, we get into relationships, and work can feel task oriented and routine-driven at times. Being human can feel more like being a robot. But having this work-driven, serious attitude often results in negative and performance oriented thinking.

Becoming positive means taking life less seriously and letting yourself off the hook. This is the only life that you get to live, why not lighten up your mood?

Laughter helps us become positive by lightening our mood and reminding us not to take life so seriously. Are you sensitive to light sarcasm? Do you have trouble laughing at jokes? Usually, people who are stressed out and overly serious get most offended by sarcasm because their life is all work and no play.

If we can learn to laugh at ourselves and our mistakes, life will become more of an experiment in finding out what makes us happy. And finding happiness means finding positivity.

Advertising

3. Help Others

Negativity goes hand in hand with selfishness. People that live only for themselves have no higher purpose in their lives. If the whole point of this world is only to take care of yourself and no one else, the road to a long-term fulfillment and purpose is going to be a long one.

Positivity accompanies purpose. The most basic way to create purpose and positivity in your life is to begin doing things for others. Start small; open the door for the person in front of you at Starbucks or ask someone how their day was before telling them about yours.

Helping others will give you an intangible sense of value that will translate into positivity. And people might just appreciate you in the process.

4. Change Your Thinking

We can either be our best coach or our best enemy. Change starts from within. If you want to become more positive, change the wording of your thoughts. We are the hardest on ourselves, and a stream of negative self talk is corrosive to a positive life.

The next time you have a negative thought, write it down and rephrase it with a positive spin. For example, change a thought like, “I can’t believe I did so horribly on the test–I suck.” to “I didn’t do as well as I hoped to on this test. But I know I’m capable and I’ll do better next time.”

Changing our self-talk is powerful.

Advertising

5. Surround Yourself with Positive People

We become most like the people that we surround ourselves with. If our friend group is full of negative energy-suckers and drama queens, we will emulate that behavior and become like them. It is very difficult to become more positive when the people around us don’t support or demonstrate positive behavior.

As you become more positive, you’ll find that your existing friends will either appreciate the new you or they will become resistant to your positive changes. This is a natural response.

Change is scary; but cutting out the negative people in your life is a huge step to becoming more positive. Positive people reflect and bounce their perspectives onto one another. Positivity is a step-by-step process when you do it solo, but a positive group of friends can be an escalator.

6. Get into Action

Negative thoughts can be overwhelming and challenging to navigate. Negativity is usually accompanied by a “freak-out” response, especially when tied to relationships, people and to worrying about the future. This is debilitating to becoming positive and usually snowballs into more worry, more stress and more freak-outs.

Turn the negative stress into positive action. The next time you’re in one of these situations, walk away and take a break. With your eyes closed, take a few deep breaths. Once you’re calm, approach the situation or problem with a pen and pad of paper. Write out four or five actions or solutions to begin solving the problem.

Taking yourself out of the emotionally charged negative by moving into the action-oriented positive will help you solve more problems rationally and live in positivity

Advertising

7. Take Full Responsibility, Stop Being the Victim

You are responsible for your thoughts.

People that consistently believe that things happen to them handicap themselves to a victim mentality. This is a subtle and deceptive negative thought pattern. Phrases like “I have to work” or “I can’t believe he did that to me” are indicators of a victim mentality. Blaming circumstances and blaming others only handicaps our decision to change something negative into something positive.

Taking full responsibility for your life, your thoughts and your actions is one of the biggest steps in creating a more positive life. We have unlimited potential within to create our own reality, change our life, and change our thoughts. When we begin to really internalize this, we discover that no one can make us feel or do anything. We choose our emotional and behavioral response to people and circumstances.

Make positive choices in favor of yourself.

“Watch your thoughts; they become words. Watch your words; they become actions. Watch your actions; they become habit. Watch your habits; they become character. Watch your character; it becomes your destiny” ― Lao Tzu

More About Positivity

Featured photo credit: Brooke Cagle via unsplash.com

Read Next