A Tactical and Practical Approach to Workplace Communication

If you've ever felt like you and a coworker—or your manager—are speaking different languages, you're not alone. Workplace communication breakdowns happen all the time, leading to misunderstandings, frustration, and lost productivity.

Many people turn to personality and communication style tests to fix these issues. While these assessments can offer some insight, they often stop at labeling you rather than helping you actually improve communication in real life.

That’s why I recommend a tactical and practical approach: The Communication Mapping Exercise.

This simple yet powerful tool helps you get clear on what works, what doesn’t, and what small shifts can make communication smoother and more effective. Unlike personality tests, it focuses on real interactions between real people, leading to immediate and lasting improvements.

The Communication Mapping Exercise: How to Use It

Step 1: Reflect on Your Own Communication Preferences

Before trying to fix communication issues, you need to understand your own needs and tendencies. Take a few minutes to answer these key questions:

1. When I communicate, I prefer… (E.g., email vs. in-person, structured vs. casual, detailed vs. concise, real-time updates vs. summary reports, etc.)
2. What frustrates me in communication is… (E.g., lack of response, too much detail, overly direct tone, unclear expectations, constant check-ins, etc.)
3. What I appreciate in communication is… (E.g., frequent check-ins, clear deadlines, brainstorming sessions, structured meetings, quick decisions, informal discussions, etc.)
4. How I like to receive feedback is… (E.g., private vs. public, detailed vs. high-level, immediately vs. scheduled reviews, written vs. verbal, etc.)
5. What helps me feel heard and understood is… (E.g., restating what I said, summarizing key points, validating my concerns, acknowledging my input, etc.)

Step 2: Compare and Discuss Answers

Once both you and the other person (a manager, teammate, or colleague) have answered these questions, schedule a short meeting to go over them. The goal is to find patterns, identify gaps, and align expectations.

Ask follow-up questions like:

• “What’s worked well for us in the past?”
• “Where have we run into communication challenges?”
• “What’s one small change we can make to improve?”

Step 3: Identify Small, Tactical Adjustments

You don’t need a major overhaul—just a small shift in communication style can lead to big improvements.

For example:

? If your manager likes brief updates, but you tend to send long emails, try writing a one-sentence summary at the top of your message.

? If your teammate hates last-minute meetings, but you need quick input, agree to send a Slack message first before calling.

? If you prefer structured feedback, but your manager tends to be vague, ask them, “Can you give me an example of what I could do differently?”

These small, tactical tweaks can completely transform how you work together.

Step 4: Check In and Adapt

Communication isn’t a “one and done” thing—it evolves. Set a reminder to check in after a few months and adjust based on what’s working (or not). The key is to keep improving.

Why This Works (And Why It’s Better Than a Personality Test)

Many communication assessments give you a label but don’t tell you what to do next.

Communication Mapping is different.

• It’s real-world: Focuses on actual interactions, not just theoretical styles.
• It’s flexible: Works with any manager, colleague, or team dynamic.
• It’s tactical: Provides clear, immediate adjustments that lead to better conversations, faster decisions, and smoother workflows.

While there are plenty of free quizzes and assessments out there, I recommend this approach because it leads to direct, actionable change.

Final Thoughts: Take Control of Your Workplace Communication

If workplace communication feels frustrating, don’t wait for someone else to fix it. Take control of the conversation. Try the Communication Mapping Exercise with a coworker or manager and see what happens.

Let me know in the comments: What’s a small communication change that’s made a big difference in your work relationships?