How do you adjust your communication style for different customers?

It’s unrealistic to assume we can give every person we communicate with a personality indicator. Furthermore, these indicators don’t recognize people’s varying ways of taking in and processing information. ?? There is no one right way, but there are many different ways. Use as many as you can in your communication style and you will notice (or they will tell you) what best resonates. Lectures, large group reflections, small group, experiential, reading or listening in isolation are all ways to take in and process information. ?????? By varying between these types of modalities in your communication, you will reach the vast majority of learners. ??

Consider this: 1st, regardless of the customer's communication style, always maintain a professional demeanor. Be courteous, respectful, and attentive, regardless of the challenges you face. 2nd, pay attention to how the customer communicates and what their communication style seems to be. Some people may be direct and to the point, while others may prefer a more friendly and conversational approach. 3rd, make sure they are satisfied with the outcome. Some customers may appreciate a quick follow-up call, while others might prefer a follow-up email or survey.

In my field, pinpointing a specific personality type is unnecessary, given that both first-time snorkelers and scuba divers commonly experience a mix of fear, apprehension, and a barrage of anecdotes from friends and family, often exacerbated by sensationalized portrayals of the ocean in the media. Naturally, we take the time to meticulously brief our clients before they venture into the water, leaving no detail untouched. Nevertheless, it's intriguing how people, particularly those new to the experience, tend to filter information through their own selective lens, sometimes catching only fragments of what's conveyed. I wonder how many other industries experience this phenomenon.

In my view, adapting your communication style to different customers is a vital skill for building rapport and fostering effective relationships. Utilizing personality frameworks like DISC or Myers-Briggs can provide valuable insights into their preferences and tendencies. For dominant personalities, direct and confident communication often resonates best, while influencer types may respond well to friendly and persuasive dialogue. Tailoring your approach to align with your customer's communication style enhances understanding and cooperation, ultimately leading to more successful interactions. It's all about meeting them where they are to ensure a productive connection.

I ask questions and tailor what I'm going to say to my audience, whether it's one person or a group of people. The key though, is to realize I can only do so much. People learn in so many different ways, there's no way I can make everyone happy. I do what I can, but I also have a job to do and I need to do it.

Empathetic listening increases the chance that your customer will feel heard. Ensuring someone feels heard is a wonderful and lasting way to connect. And it's a great way to establish ongoing relationships. Paraphrasing what you hear from your customer is an effective tool because it allows the customer the opportunity to correct any misunderstandings...and we all do better when we're on the same page. If you're not familiar with paraphrasing, practice doing it in small bits. If you can, take notes during the communication and then respond to your customer with, "What I'm hearing from you is x, y, and z. Am I understanding correctly?" Empathetic listening will enhance the quality of your relationships. Give it a try.

Active listening is a vital skill for all levels to master. People want to be seen, heard, and valued as individuals and customers. Showing genuine interest in what they are talking about and going deeper in the conversation by asking "Tell me more". It's also important to stay on topic and make sure to "parking lot" anything that you don't have on the agenda to get back to later. In your follow-up recap ensure you're noting those items and any details on the topic you have confirmed for them or specifically when you will get back to them.

Be fully present. Focus on what the person is saying and what that might mean to them. Paint a picture of this in your minds eye.

We tend to loose focus from the speaker and might miss out on some of them. Hence, I usually scribble a few words from any points that I like, or the details which I might have a tendency to forget in a piece of paper

Coming from a hospitality background I learned the importance of being an empathetic listener from very early on in my career. Listening to somebody attentively is a mark of respect and a fundamental element of exceptional customer service. As an empathetic listener, I discovered that it's not just about hearing the words spoken; it's about comprehending the underlying emotions and context. When you add so much value to conversations customers feel their opinions heard and trust your judgment to help them make decisions. Empathy and compassion are necessary tools for effective listening

Consider the language level of the other person. If they have limited English, it's important to change the way you speak to improve understanding... ?? ??????'?? ?????? ???????????? How would you translate these phrases to 'normal' English? - the cat's out of the bag - at the end of the day - hit the nail on the head ?? ?????????? ?????????????? ?????????? Phrasal verbs are a verb + preposition that, when used together, create a new meaning. What do each of these mean in just one word? - give up - give off - give in ?? ?????? ???????????? ?????????? purchase -> buy disseminate -> share concur -> agree ?? ?????????? ?????????????????? ???????????? ?????? ?????????????????????????? Speak to express and not impress!

Don’t assume that technical language is known by all. Some people may be new to the industry or have worked long enough to have seen all sorts of jargon come and go. When communicating it’s important to explain acronyms before using them and even better, tying them to language the audience is already familiar with when possible.

Mirror the other person in tone and style. Focus on how you would feel if you were them hearing you. Be kind. Smile. Be your authentic self.

Appropriate language and tone is different for different groups of people and different situations. In order to communicate effectively, it is important to take note of it. Being too formal when you don’t really need it is meant to put you in bad light and so is being too informal. Make your personality a mix of everything so you know which ingredient to turn to when needed.

Learning how your audience communicates, and matching them, is one of the best ways to build engagement. Be adaptable and open to change, go with their flow. That being said, be careful you don't come across as disingenuous or mocking. People hate being talked down to!

And remember: the sender is responsible for the receiver receiving the right message. Ensure that what they hear is what you intended for them to hear.

Communicate in a way that the other person hears what you intend to say. Consider what they want - phone, FaceTime, in-person or related.

Best option is to have face to face meeting. You can have full set of communication as voice tone, body language, everything. However, a lot of teams spread over countries or even whole planet. Then, very good option is videocall or phone call. For easy topics a chat is usefull because you can send multimedia as well. However, you should not expect immediate answer. Often, you are not aware of your communication partners situation. Partner can be bussy. Written form as e-mail is not sufficient. It is long lasting, sometime it is confusing. Especially, when team is multicultural. The worst, from my opinion, is writing short "chat replacing" e-mails among workers, sitting in one company location or in one office - it is really NoGo.

In my experience, this proved very helpful while working on a project. Customers were resistant to some developments, and all communications were via email or phone. Face-to-face interaction was key in resolving the issue; it helped me to connect with them and learn about their concerns. It gave me on-the-spot feedback on my communication to help them understand the solutions to their problems.

People prefer different mediums in much the same way that people differ in learning style. Are they visual? Hands-on? Learn your audience's preferred medium and tailor your communications to them. You'll find they'll engage a lot more!

Be humble. Feedback is a gift. Let others help you improve. Someone who takes the time to give you feedback truly cares about you.

To become an adaptable communicator, it is imperative to not only select the appropriate words, but also be highly receptive to non-verbal cues, conduct thorough post-surveys, and continually seek feedback. By perfecting our approach, we can expertly handle any communication scenario with full confidence.

No feedback, no improvement! So seek it and encourage all who know you! If you really eat to earn friends and respect, ask someone to critique your work! Let’s Grow!

Ask Clarifying Questions Many times we think we know what others are saying but we won't until we paraphrase what we think we have heard, then clarify if we had understood correctly. This helps to clear the air quickly, checking your assumptions, helping the speaker be more thoughtful in speaking and most of all, achieve the ultimate goal of COMMUNICATION - - Understanding each other.

Believe that the person is coming from a place of caring and respect. Learn how to care about this area / product / space like they do so you can walk in their shoes. Be your authentic self. Focus on the relationship.

We need to think about who is delivering the message or story. For example, a story delivered directly by a CEO will often be more trusted than if it is just by the brand. A celebrity will have a very different impact than a scientist, even if they use the same words.

Just like a chameleon in the jungle that changes its color to blend with its surroundings, You have to tweak your communication style to meet the distinctive needs and preferences of customers. Every interaction is unique, and your strategy is to adapt, to ensure the best possible communication. Comprehend, and react accordingly to match the rhythm, language, and style of your customers. Watch your customers' communication patterns, and adjust your style to communicate effectively. Just as the chameleon's ability to adapt is essential for its survival, your capability to adjust your communication style is crucial to delivering top-notch customer service. Each customer interaction is a chance for us to adapt, grow, and get better