Communication (Part I) : Typologies, styles & best practices for efficient communication

As human beings, we’re used to communicating every single day. Whether it’s in a business or personal context, communication helps us exchange information, ideas, thoughts, and feelings. But how efficient are your communication skills? Are you sure that the way you communicate is easily understood by the people around you??

In this month’s newsletter, we’ll have a closer look at communication typologies and styles in organizations and why it matters. We’ve asked industry experts Magor Csibi and Monique Zytnik to help us better understand the barriers in the way, as well as best practices for efficient communication.?

Communication typologies in organizations?

Communication styles in organizations refer to the different ways people and groups within a workplace communicate with each other. These styles impact efficiency, productivity, and the overall atmosphere within an organization.?

Five of the most common communication styles found in the workplace:

Assertive

Assertive communicators express their thoughts, feelings, and needs in a direct, honest, and respectful manner. Assertive communication fosters clarity, builds trust, and promotes healthy dialogue. It helps in setting boundaries, resolving conflicts, and maintaining a positive work environment.

Non-assertive (Passive)?

Passive communicators avoid expressing their opinions or needs, often yielding to others' preferences. In a workplace, passive communication can lead to misunderstandings, unmet needs, and low self-esteem among team members. It might hinder innovation and the ability to address issues effectively.

Aggressive?

Aggressive communicators express their thoughts and needs forcefully, often at the expense of others' feelings. Aggressive communication can create a hostile work environment, lead to conflicts, and inhibit collaboration. It often results in resentment and decreased morale.

Passive-aggressive?

Passive-aggressive communicators indirectly express their negative feelings or resistance through subtle behaviors, such as sarcasm or ignoring requests. This style can create confusion, erode trust, and hinder teamwork. It may lead to unresolved issues and a toxic work culture.

Collaborative?

Collaborative communicators seek win-win solutions, actively listen, and value others' perspectives. Collaboration promotes innovation, problem-solving, and a sense of unity. It enhances team dynamics, creativity, and overall productivity.

Why do communication styles matter in an organization?

Communication styles play a crucial role in the dynamics and success of an organization. They’re like the glue that holds teams together, shaping the flow of ideas, information, and feedback. A clear and open communication style fosters trust among colleagues, enhancing collaboration and problem-solving.?

A lack of effective communication can lead to misunderstandings, conflict, and decreased productivity. Understanding diverse communication styles within a team allows for better synergy, where each member's strengths are utilized, and differences are respected. All things considered, communication styles matter because they promote:?

• Efficiency and productivity: Different communication styles can impact how efficiently information is conveyed. Clear and direct communication styles can reduce misunderstandings and errors, leading to smoother operations and increased productivity.
• Team collaboration: Communication styles that promote collaboration and open dialogue foster teamwork. Employees who feel comfortable sharing ideas and feedback contribute to a more innovative and creative work environment.
• Conflict resolution: Understanding various communication styles helps in resolving conflicts. When individuals are aware of their own and others' styles, they can navigate disagreements more effectively, leading to quicker resolutions and stronger relationships.
• Employee engagement and morale: Organizations with positive communication styles, such as open-door policies and transparent communication, tend to have higher employee engagement and morale. Employees feel valued and heard, leading to higher job satisfaction and retention.
• Leadership effectiveness: Effective leaders adapt their communication styles to different situations and audiences. A leader who can communicate clearly, inspire, and motivate teams is more likely to achieve organizational goals and gain employee trust and respect.
• Innovation and creativity: Communication styles that encourage diverse perspectives and ideas fuel innovation. When team members feel comfortable expressing unique viewpoints, it leads to new solutions and approaches to challenges.
• Organizational culture: Communication styles shape the organizational culture. A culture of open communication encourages transparency and honesty, fostering trust among employees and between employees and management.
• Openness to change: In times of change, such as organizational restructuring or market shifts, effective communication is crucial. Styles that promote transparency and clarity help employees understand and adapt to changes more smoothly.

In essence, communication styles are the foundation of how work gets done, how ideas are shared, and how relationships are built within an organization. By fostering awareness, respect, and adaptation to various styles, organizations can create a culture of effective communication that leads to success on multiple levels.

Best practices for efficient communication?

According to Gallup only 13% of the 31 million employees interviewed reported that their leaders practiced effective workplace communication. This lack of effective communication can pose significant challenges, such as difficulty in conveying organizational goals, operational changes, culture, and values to new hires or employees transitioning between teams.?

?? What’s one communication best practice you would advise organizations to focus more on & why??

“One-on-one meetings are, in my opinion, the most underutilized communication supertool. High-quality information and trust are the foundations of performance, and most businesses could use a little more of both. More power often comes with less information as one moves up the organizational ladder.?

At the bottom, you have access to a wealth of important data, but you lack the authority to make choices or change procedures. One-on-one meetings can improve communication and foster trust amongst important positions.” (Magor Csibi, Head of Leadership and Organizational Culture Practice at Trend Consult Group)

“Listening to their people. So much business intelligence is missed because organisations don’t listen effectively at scale. Frontline staff are in contact with customers. They know what the problems are. They know why a customer converts, whatever conversion you are focused on. Effective listening can also pick up positive things and issues on the employee side.?

Then you can address problems and also dial up the good things to get better results. In my upcoming book, ‘Internal Communication in an Age of Artificial Intelligence’ I place organisational listening as a foundational part of any communication strategy.” (Monique Zytnik, Global Employee Communication Expert)

To improve your communication abilities, the following best practices should be considered:?

Practise active listening

One of the most important aspects of communication is active listening. Practice active listening by giving your full attention to the speaker, maintaining eye contact, and refraining from interrupting. This shows respect and allows for better understanding of the message.

??How important is active listening in effective communication, and what strategies can individuals use to improve their active listening skills?

“Listening is an essential part of communication. You need to provide ways to get this feedback from the people you are communicating with. Some digital tools can provide valuable feedback “listening” to guide you. Organisational listening and interpersonal listening are similar, but not the same. Oscar Trimboli has a great book “How to listen” that provides great advice on what you can do to improve your own skills.?

I like his technique of taking a breath and focusing before going into a conversation so that my mind is clear and ready to listen. I also think his emphasis on practicing the skill of listening and getting feedback from trusted people is valuable.” (Monique Zytnik, Global Employee Communication Expert)

“Because we have never engaged in active listening before, we frequently overlook essential information. Frequently, we listen with the intention of replying before giving the other person a chance to speak, or we are too preoccupied to see every conversation as a contest that we must win. This way, we take away the opportunity to learn about and discover alternative methods. Regretfully, the only way to learn active listening is through experience. Initially, we must concentrate on refraining from responding or interfering. Once we realize that listening is the primary means of learning, we will actively seek out quiet times.”? (Magor Csibi, Head of Leadership and Organizational Culture Practice at Trend Consult Group)

Be clear and concise

When delivering a message, strive for clarity and conciseness. Use simple language and avoid unnecessary details that can clutter the main point. Consider the "elevator pitch" approach, where you can convey your message succinctly in the time it takes to ride an elevator.

Go visual

Visual aids such as charts, graphs, and diagrams can enhance your communication, especially when explaining complex ideas or data. Visuals can make information easier to digest and remember.

Body language awareness

Your body language speaks volumes. Maintain an open posture, smile naturally, and use gestures to emphasize points. Avoid crossing your arms or displaying defensive postures, as these can signal disinterest or defensiveness.

Adapt to your audience

Tailor your communication style to your audience. Consider their background, knowledge level, and preferences. For instance, if speaking to a technical audience, use industry-specific terminology they are familiar with.

Ask questions

Don't hesitate to ask clarifying questions if something is unclear. This demonstrates your engagement and ensures you have a complete understanding of the message.

Use empathy

Put yourself in the shoes of the other person to understand their perspective and feelings. Empathy allows for more compassionate and effective communication, especially in sensitive situations.

??Empathy plays a significant role in communication. How can individuals cultivate empathy in their interactions, and what impact does it have on building rapport?

“We often hear that empathy is a muscle that we can train. This metaphor is relevant in other ways, according to my experience. For example, while some people can grow muscles much faster than others, some of us can learn empathy much faster than others. But even if we consider ourselves rational and process-oriented, we can discover arguments for developing the empathetic part of us. For instance, we can create relationships and work in teams much more efficiently if we make a conscious effort to put ourselves in other people's shoes.?

When we understand the hidden thoughts and motivations behind the actions of those around us, we will be able to bond with them much more easily, and we can come up with more fitting strategies to generate the desired results together.”? (Magor Csibi, Head of Leadership and Organizational Culture Practice at Trend Consult Group)

“Empathy comes when you make an effort to understand someone else’s point of view. It is an essential skill when trying to understand your stakeholders and want to communicate with influence. It lets you tailor your message to the people you are communicating with.?

Rapport is about trust, harmony, and connection. To achieve this there needs to be a degree of understanding, hence empathy. Building trust through what you say, what you do, and what others say about you can also support this and is covered in my book.” (Monique Zytnik, Global Employee Communication Expert)

Provide feedback

When receiving a message, provide feedback to ensure mutual understanding. Summarize what you've heard, ask for confirmation, and offer your thoughts or suggestions.

Ask for feedback

After a communication exchange, seek feedback from others. This can provide valuable insights into how your message was received and areas for improvement.

Practice empathetic communication

In situations where emotions are involved, such as conflict resolution, practice empathetic communication. Acknowledge the other person's feelings, listen without judgment, and express your thoughts calmly and respectfully.

Be mindful of nonverbal cues

Pay attention to nonverbal cues such as facial expressions, tone of voice, and gestures. These cues often convey more meaning than words alone.

Practice mindfulness

Before engaging in an important conversation or presentation, take a moment to center yourself. Mindfulness techniques can help reduce nervousness and improve focus.

Stay tuned for part II of our #newsletter on Communication, where we'll cover some more interesting facts about the 7Cs of communication, active listening, and a lot more.