As a network administrator, you have to communicate with different people and systems in your network environment. You may encounter different network communication styles, such as formal, informal, technical, non-technical, direct, or indirect. How can you adapt to these styles and collaborate effectively with your network stakeholders? Here are some tips to help you.
The first step is to identify the communication style of the person or system you are interacting with. You can do this by observing their language, tone, format, and purpose. For example, a formal communication style may use more technical terms, follow a specific protocol, and have a clear objective. An informal communication style may use more casual words, be more flexible, and have a friendly tone. A direct communication style may be concise, straightforward, and assertive. An indirect communication style may be more polite, subtle, and suggestive.
The second step is to match the communication style of the person or system you are communicating with. You can do this by adjusting your language, tone, format, and purpose to suit their preferences and expectations. For example, if you are communicating with a formal and technical person or system, you may want to use more technical terms, follow a specific protocol, and have a clear objective. If you are communicating with an informal and non-technical person or system, you may want to use more casual words, be more flexible, and have a friendly tone.
Just as birds hang out with others of their species by making the same sounding calls to each other, be mindful to sing the song of that network during interactions with them. Because nothing lights up someone's eyes from your network during a video call quite like feeling heard in the way they understand to speak.
Matching only works if it feel genuine. If not done appropriately, then they might think you are mocking them or being condescending. If you are not practiced at matching and the other person isn't responsive, then let them know that you are trying and that it's out of respect that you are making the effort. The more you understand people, the better you will be at it.
The third step is to respect the communication style of the person or system you are communicating with. You can do this by acknowledging their perspective, avoiding misunderstandings, and resolving conflicts. For example, if you are communicating with a direct and assertive person or system, you may want to respect their time, be clear and concise, and avoid unnecessary details. If you are communicating with an indirect and polite person or system, you may want to respect their feelings, be diplomatic and tactful, and avoid being too blunt.
It's also important to understand if the person is comfortable using the style they're speaking in. People often speak more formally to someone they see as an authority, or alternatively someone might speak a little less formally than they would normally to someone they don't feel would communicate in their style. Slower speech, pausing before certain words or a change in their tone can be signals of this. It shows they are making an effort. If you identify this, then acknowledging the effort and allowing them to speak more normally can go a long way to building trust and likability.
The fourth step is to learn from the communication style of the person or system you are communicating with. You can do this by asking questions, seeking feedback, and improving your skills. For example, if you are communicating with a formal and technical person or system, you may want to ask questions to clarify their requirements, seek feedback to improve your performance, and improve your technical skills. If you are communicating with an informal and non-technical person or system, you may want to ask questions to build rapport, seek feedback to improve your relationship, and improve your non-technical skills.
Reframing what was said to you is a good way to ensure you understand the other person. Phrases like "If I understand what you are telling me, then .." and rewording the information can help both parties come to a common understanding.
The fifth step is to adapt to the communication style of the person or system you are communicating with. You can do this by being flexible, creative, and proactive. For example, if you are communicating with a formal and technical person or system, you may want to be flexible in case of changes, creative in finding solutions, and proactive in reporting issues. If you are communicating with an informal and non-technical person or system, you may want to be flexible in case of delays, creative in explaining concepts, and proactive in offering support.
The sixth step is to benefit from the communication style of the person or system you are communicating with. You can do this by achieving your goals, enhancing your reputation, and expanding your network. For example, if you are communicating with a formal and technical person or system, you may benefit from achieving your technical goals, enhancing your professional reputation, and expanding your technical network. If you are communicating with an informal and non-technical person or system, you may benefit from achieving your non-technical goals, enhancing your personal reputation, and expanding your non-technical network.
Understanding people helps you understand their communication style. Being able to speak in different styles is a skill and takes time, and effort to get right. Remember that there are a lot of different styles, as identified earlier, but there are even differences in each of them between generations (Gen Alpha, X, Z, Millennials and Boomers). A Gen-Z that is technical will speak differently than a technically inclined Gen-X. Formal Boomers will speak differently than formal Millennials. When you can get comfortable with all, you will master communications.