Communication Styles

Every person has a unique communication style, a way in which they interact and exchange
information with others. It’s important to understand each communication style, and why
individuals use them. For example, the assertive communication style has been found to be
most effective, because it incorporates the best aspects of all the other styles.

When we break down these four styles, we’ll better understand the characteristics of each
style, standard phrases and what makes them unique.
The four types of communication styles are:

1. Direct – Direct leaders have high assertiveness (confident and forceful behaviour)
and low expressiveness. They lead by taking charge.
2. Spirited – Spirited leaders have high assertiveness and high expressiveness. They
lead by inspiring.
3. Considerate – Considerate leaders have low assertiveness and high expressiveness.
They lead by building group harmony.
4. Systematic – Systematic leaders have low assertiveness and low expressiveness.
They lead by planning carefully.

Benefits and Drawbacks of Each Style

Each type of leader has a time to shine. There are moments at work when being a specific
kind of leader can be beneficial. Similarly, there are times when a certain kind of leader could
have difficulty.
Direct: When there’s a work crisis, a direct leader’s take-charge style can help others push
through tough situations. However, when delegating tasks to others is necessary, direct
leaders may have trouble giving up control.
Spirited: If a group’s energy starts running low, a spirited leader’s spontaneity can provide a
vital spark. However, their tendency to live in the present can be a problem in situations that
require careful, long-term planning.
Considerate: Team harmony is vital, and a considerate leader has the ability and empathy to
accommodate everyone. However, this could cause issues when one person pushes for a
special interest and the considerate leader easily caves.
Systematic: Accuracy and objectivity at work are important, and they are strengths of a
systematic leader. Their analytical style can be a valuable asset. However, when time
pressures build their thoroughness may slow down projects.

1. DIRECT COMMUNICATION
Direct communication is a way of conveying clear messages or instructions. It involves
sharing what you feel or think without the possibility of a recipient becoming confused. In the
workplace, direct communication helps clarify who has authority to give instructions and
what the instructions are. Situations that require direct communication include those that don't
allow for compromise or involve a conflict to quickly solve.
Effective communication is essential in the workplace because it fosters cooperation and
decreases confusion. Individuals often employ different styles of communication, and some
are more direct and straightforward than others. Understanding others' communication styles
can help you interpret messages and deliver effective and clear instructions yourself. In this
article, we define direct communication, observe the differences between direct and indirect
communication and provide some tips for direct communicators.

Situations Or Ways:-
✔Word choice

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 Direct communicators often use clear messages that that require few words to
express. They often focus on the clarity of their message rather than its interpretation.
For example, a direct communicator might simply say no to requests they don't want to
do or ones that make them uncomfortable.
✔Interpretation
Direct communication is easy to interpret because the speaker clearly states their
message in a few simple words. The meaning of their message is explicit, so their
statements present little risk of misunderstanding.
✔Conflict management
Direct communication might be more appropriate when dealing with conflict because
it is effective when trying to solve a problem. When language is clear and direct, a
resolution can reach a distinct conclusion.
✔Written communication
Direct written communication is concise and straightforward. Situations that might
require direct written communication are emergencies, information of low
importance or expected news. In these cases, most communicators opt for simple
messages with clear explanations reach a distinct conclusion.
✔Cultural preference
Cultures that often use more direct communication, typically Western cultures,
usually appreciate direct truthfulness in a business setting.

Tips for direct people

✔ Soften your statements and ease into topics gradually. Any kind of adverse news or
opinion should be mitigated. Indirect people generally can hear "between the lines" very
well, so they will understand you loud and clear.
✔ Likewise, learn to "listen between the lines." Indirect people often couch important
information in softer terms that direct people may miss if they are not paying close
attention. If you are not sure, ask (diplomatically! See below) for further clarification.
✔ Avoid outright demands for answers, such as "Why?" "Why not?" "When can you have
this?" "Are you on board with this or not?" You will be at least as effective and far more
diplomatic if you say "Could you give us a little background on that? Can you tell us a
bit about your thinking/position on that? How do you see this playing out?"
✔ Be patient if you don't get your answers on the spot. Often relationship-oriented groups
need to confer privately before giving answers. Simply express that you would like to
hear more from them on that issue and let them get back to you. If they don't get back to
you, remind them gently in a friendly phone call.

Example:

Hi Jane,

I heard from Alex that you landed a new large business account yesterday.
He said that you did an excellent job in explaining the company’s benefits to the
customer and that you were very professional.
Alex also said that the customer asked for a quote on a new phone system for
his existing offices. Have you thought about how you will proceed? Let me know if I
can help you get the quote together or if you need any ideas on the configuration. I'd
like to get the quote to the later this week if you think you can manage it. That way we
would have a good chance of getting the order in for this month’s numbers.
Thanks again, and hope you are having a good Tuesday so far !
Anne
What is the main point of the communication? What is there quested action? How much of
the communication is superfluous information?

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A person with a direct communication style will not necessarily glean what you want them to
door by when. They will appreciate the accolade, but they won’t appreciate the personal
references or information.
Jane,

Great job on the new account. I’d like to meet for10-15 minutes tomorrow to
discuss strategy and timing. Please let me know if you’d prefer to meet at1:00,
1:30,or2:00pm.

Thank you, Anne

See the difference? The first one does eventually get around to the point, but it is too
personal-sounding and doesn’t give a clear request for the direct person respond to. These
condone still communicates approval and makes a request, but it does so in much clear way.
If it seems curt to you, don’t worry–the direct style person will appreciate it. It’s a perfectly
professional communication and there is much less chance form is understanding.

2. Spirited Communication Style

People with the spirited communication style are very interested in the ‘big picture’. They are
the dreamers, the inventors, and the innovators in the
group. Their communication may be full of grand ideas and hyperboles that tend to be very
persuasive to others at first.

However, they are not always very good at discussing the details or the exact steps in the
process. They will tend to go off on tangent sin their conversations, and like to interject
anecdote sin to their dialogues in order to demonstrate or drive home a point.
Keeping to an agenda is sometimes a challenge for those with the spirited
communication styles inceboth time management and remaining focuse dare challenges forth
is group. Their written or verbal communication may tend to wards the dramatic. While they
can be very entertaining, getting them to communicate clearly
on specific topics may take the assistance of someone else to guide them through
a conversation and keep them on track by bringing them back to the subject at hand.

Tips for Communicating if You Have a Spirited Communication Style

✔ When considering new ideas to share, also consider whether or not you have suggestions
on how to put those ideas in to action
✔ Respect agreed-upon agendas and time limits when in meetings
✔ Try to limit your sharing of personal anecdotes that take the group off-topic
✔ Make sure you are allowing others to contribute their ideas and suggestions–and that
you are listening
✔ Be certain any requests you make are clear and that you convey there as on for asking
✔ Communicate your appreciation for others’ work and in put

Tips for Communicating with People Who Have a Spirited Communication Style

✔ Use an agenda with time limits listed for each topic

✔ Praise them in front of other people
✔ Learn to gently redirect the conversation back to the topic at hand
✔ Understand that they may exaggerate
✔ Challenge them to break down their‘ big ideas’ into specific outcomes and steps
✔ Reaffirm with them what they have agreed to do
✔ Use check-lists or other written reminders as away to help communicate what needs to be
done

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Example:

Hi Sally!

I thought your presentation yesterday was fantastic! I enjoyed the way that
you had the audience participate in the session.

I think you would be a great choice for the educational component at our
next board meeting. The Board of Directors needs some information about local
economic trends, but in a way that is not too boring or complicated.

Would you like to have lunch to discuss it? I’m free on Thursday or Friday
this week. Let me know if either of those days will work for you.

Thanks so much!
George
Why would this communication work for a spirited person? It is enthusiastic, complementary,
and would be flattering to Sally. She will be pleased that you noticed her first presentation
and more pleased that you would like her to repeat it.
Or course, you’re sure to have a very excited person on your hands at lunch. So be prepared.
You could bring an outline of the topics you want to cover at the presentation. Ask for her
input and make sure you’ve planned enough time to let her give it. Then help her narrow the
ideas down and note them down for her. Sending a follow-up email or note will help ensure
that you are both on the same page as well. Remember, the spirited person is very valuable for
all their talents and enthusiasm–so with a little structure around your communications you can
be successful in communicating without stifling the very qualities they bring to the table.

3. Systematic Communication Style

Those with a systematic communication style like to focus on facts and details rather than
opinions and possibilities. Expect to use and appreciate logic when you communicate with
a systematic. They will appreciate facts and analysis rather than the ‘big picture’ ideas that
have not yet been proved useful.

They may be slower to respond to your communication, as they are

probably analyzing the situation and constructing a logical, well thought-out response. Charts,
graphs and trends are all useful tools for communicating with systematic as well.
Those with a systematic communication style are uncomfortable with expressing their
feelings about things and do not like conflict.They may tend to shutdown
communication rather than dealing with emotional or confrontational situations. If you give
them directions, you will need to be very thorough and precise in relaying them.
The more information you can give them, the happier they will be–as long as
the information is relevant to the current discussion or is relevant background information.

Tips for Communicating if You Have a Systematic Communication Style

✔ Recognize that not everyone follows linear thought processes and decision-making
✔ Realize that for good working relationships, consideration for others’ feelings is
important
✔ Learn to ask qualifying questions that will help you get the information you need
✔ Ask others questions about themselves if you want to build rapport
✔ Make sure you understand the scope of a project so that you don’t waste time collecting
information that is not going to be needed

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✔ If you need to ask for more time for analysis, be able to explain the benefit of the
information you are working on

Tips for Communicating with People with a Systematic Communication Style

✔ Focus on the facts of the situation rather than individuals’ opinions

✔ Speak with precision and accuracy rather than generalizations
✔ Be Organized, on time, and topic when you communicate with them
✔ Give logical reasons for your actions and for what you ask of them
✔ Allow Them Time For Research And Analysis Before Decision-making
✔ Avoid Personal Topics Unless They Open The Conversation
Example:
✧ It’s my opinion that…
✧ I believe that…
✧ I Feel That…
✧ Instead, try using phrases like:
✧ The Data Shows That…
✧ The Trends Show That…
✧ The results of the tests show…

4. Considerate Communication Style

Those with the considerate communication style are very concerned about the feelings of
others. They want to please other people and to be included in her peer group. They like to
work with others, help others, and connect to the reason personal level. If there is conflicting
your group, they will be the ones to attempt to mediate it. They want everyone to have the
chance to speak their minds, have their turns, and receiver recognition for their contribution.
They are natural trainers and counselors, and enjoy helping others succeed. They will
encourage group collaboration and communication, though they are not always inclined to
speak their own minds.

This is the major communication challenge for those with the considerate personality
style– they may be reluctant to share an opposing opinion, even if it’s important information,
because they are concerned about keeping the peace and being liked.
They are also inclined to take direct communication as a personal matter. It’s difficult
for them to separate other people's’ opinions about a topic from their opinions about them,
and so may feel that an opposing opinion is due to not liking them. There is also the
possibility that they will be talked into something in order to preserve the peace rather than
standing their ground.

Tips for Communicating if You Have a Systematic Communication Style

✔ Recognize that not everyone follows linear thought processes and decision-making
✔ Realize that for good working relationships,consideration for others’ feelings is
important
✔ Learn to ask qualifying questions that will help you get the information you need
✔ Ask others questions about themselves if you want to build rapport
✔ Make sure you understand the scope of a project so that you don’t waste time collecting
information that is not going to be needed
✔ If you need to ask for more time for analysis, be able to explain the benefit of the
information you are working on

Tips for Communicating with People with a Systematic Communication Style

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✔ Focus on the facts of the situation rather than individuals’ opinions
✔ Speak with precision and accuracy rather than generalizations
✔ Be Organized, on time, and topic when you communicate with them
✔ Give logical reasons for your actions and for what you ask of them
✔ Allow Them Time For Research And Analysis Before Decision-making
✔ Avoid Personal Topics Unless They Open The Conversation
Example:
For considerate style people, the example of used a show not to speak to a direct style person
is actually good one to use for a considerate style. It builds to the point easily, it shows care
for the other person, and it makes are question a friendly, personal manner.

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