Communication Styles in the Workplace & HRM Management Systems

Effective communication in the workplace is not just about sending emails or holding meetings. It's about establishing a human connection and creating a sense of understanding and trust between colleagues. However, people communicate in different ways, and understanding these communication styles is crucial for effective HRMS (Human Resource Management Systems). 

Communication styles can influence workplace dynamics, team cohesion, and overall productivity. As such, it is vital for HR managers to develop and implement effective communication strategies that accommodate different communication styles and promote effective collaboration among employees. 

In this article, we will explore various communication styles in the workplace and discuss how HRM management systems can be leveraged to promote effective communication and enhance workplace productivity.

Types of Communication Styles

Your communication style lets you build meaningful connections. Communication styles let you identify your own style and work on improving your communication skills. Here are 4 common types of communication styles.

1. Assertive communication style

An assertive communication style is a direct and clear way of expressing oneself. It involves respecting the rights and opinions of others. Assertive communicators express their thoughts and feelings in a calm, rational manner.

For example, if you disagree with a colleague at work, using an assertive communication style would involve expressing your perspective clearly and respectfully. You might say, "I understand your point of view, but I see it differently. Let's work together to find a solution that takes both of our concerns into account."

It’s highly recommended in most business settings because it involves being calm and possessive.

Here’s how to become more assertive:

• Practice active listening: When you listen actively, you show that you value the other person’s opinions and are interested in what they say.
• Use positive body language: Positive body language, such as making eye contact and sitting up straight, makes you appear more assertive.
• Use "I" statements: For example, instead of saying, "You always interrupt me," you might say, "I feel frustrated when I am interrupted."
• Practice saying no: Practice saying no calmly and respectfully, and be clear about your reasons for doing so.
• Practice in low-stakes situations: If you're not used to being assertive, practice in low-stakes situations, such as ordering food at a restaurant or asking a store clerk for assistance.

2. Aggressive communication style

An aggressive communication style is a forceful and hostile way of expressing oneself while disregarding the rights and opinions of others. It involves using threats, intimidation, and personal attacks to control or dominate others. Aggressive communicators often interrupt, raise their voices, and use harsh language.

If in a disagreement, an aggressive communication style might involve saying something like:

"You're wrong, and I'm right. Listen to me and do what I say, or else there will be consequences."

This can be harmful to relationships because it often leads to conflicts. It doesn’t consider the other person’s feelings. Therefore, it can lead to a hostile work environment, resulting in anxiety and stress.

How to adjust your aggressive style to communicate better:

• Recognize the impact your communication style has on others
• Practice active listening and try to understand the other person's perspective
• Use "I" statements instead of blaming or attacking language
• Take a break and cool down if you feel you are becoming too emotional
• Seek therapy or counselling to address underlying issues that might be contributing to aggressive behavior
• Apologize and make amends if you have hurt someone with your aggressive communication style

3. Passive communication style 

Passive communication style is an indirect and submissive way of expressing oneself while disregarding one's own needs and opinions. It involves avoiding conflict, agreeing with others even if you don't really agree, and not speaking up for yourself. Passive communicators often avoid eye contact, speak softly, and appear timid.

A response like “Oh, it's okay. I don't really mind. Whatever you think is best.” is passive communication. It can lead to misunderstanding, frustration, and resentment.

Here are some reasons why people use passive communication style:

• Fear of rejection: Some people may avoid expressing their true opinions and feelings because they fear rejection or dislike by others.
• Desire to avoid conflict: People who use a passive communication style may try to avoid conflict or confrontations, as they find such situations uncomfortable or distressing.
• Lack of self-confidence: Individuals who lack confidence may not feel comfortable asserting themselves in conversations or disagreements.
• Putting others first: Some people might believe that their needs and wants are not as important as those of others.
• Cultural norms: In some cultures, expressing oneself assertively is seen as impolite or disrespectful.
• Previous negative experiences: Past negative experiences with assertive communication, such as being met with aggression or rejection, may lead people to adopt a more passive approach in the future.

4. Passive aggressive communication style 

Passive-aggressive communication style is a way of expressing oneself indirectly, often with humor, sarcasm, or silence, while still expressing anger or resentment. It involves saying one thing while meaning another and using subtle forms of sabotage to get what one wants. Passive-aggressive communicators often appear pleasant on the surface but may harbor resentment or hostility underneath.

For example, in a disagreement with a colleague, you can say, "Sure, I'll get that report to you by the end of the day." However, you intentionally delay sending the report to make your colleague look bad.

Passive-aggressive communication can be harmful to relationships, leading to mistrust and confusion. It creates a toxic work environment, as it can be difficult to address and resolve issues when people are not communicating openly and directly.

How to Work With Passive Aggressive Communicators

When you understand how to communicate with various communicators, it improves your interpersonal relationships and social skills. 

Address the behavior

If you notice someone using passive-aggressive communication, address it directly. For instance, you can say, "I noticed you said one thing but did another. Can we talk about what's really going on?"

Practice active listening

 Passive-aggressive communicators may feel unheard or misunderstood. So it's important to listen actively and try to understand their perspective. Paraphrasing what they say and asking clarifying questions can help you know the root of the issue.

Set clear boundaries

If someone uses passive-aggressive behavior to manipulate you, tell them what you will and will not tolerate and stick to your boundaries.

Seek outside help

If the situation becomes too difficult to handle on your own, consider seeking help from a mediator or counsellor to facilitate communication and find a resolution.

Identifying Your Own Communication Style 

Knowing your beliefs, needs, and challenges allows you to feel empowered, manage your emotions, and be intentional in your communication.

Here’s how to identify your communication style:

Identify patterns

Look for patterns in your communication style. Do you tend to be more assertive or passive? Identifying patterns allows you to understand your communication style better.

Seek feedback from others

Asking for feedback from coworkers or a supervisor can provide valuable insight into your communication style.

Take communication style assessments

You can use online communication style assessments to identify your communication style easily.

Pay attention to your behavior

Self-awareness is key in identifying your communication style. Pay attention to your behavior in different communication situations, including your tone of voice and body language.

Adapting Your Communication Style 

Besides selecting your words carefully, effective communication requires a comprehensive approach. As such, adapting your communication style to meet the needs of your colleagues can create a positive workplace culture that promotes teamwork.

Identify the communication style of your colleagues

Some people are direct, while others are indirect. Some prefer written communication, while others face-to-face conversations. Try to adapt your style to match the other person's preferences.

Practice empathy

Put yourself in others' shoes and try to understand their perspective. This lets you communicate more effectively and build stronger relationships.

Use the appropriate level of formality

Depending on the context and the person you are speaking with, adjust your level of formality. For example, you might use more formal language in a workplace meeting than with friends.

Pay attention to nonverbal cues

Nonverbal communication gives you valuable information about another person’s feelings and how they prefer to communicate. Be keen on their tone of voice, body language, and facial expressions.

Listen actively

Give the other person your full attention and respond in a way that shows you understand what they are saying. This builds rapport and trust with the other person.

Improve Workplace Communication and Streamline Employee Management with HRGen

Effective communication is two-way traffic. It not only requires listening and speaking skills but also a willingness to adapt your communication to suit the needs of your colleagues. As such, incorporating effective communication strategies into your daily routine and implementing a reliable employee management system, such as HRGen, can lead to a more positive work environment and improved business outcomes.

HRGen offers an array of features, including employee scheduling that takes into account skills, availability, and more. Our HRM feature makes managing employee information and documentation a breeze.

Try our 14 days free to streamline employee management processes and improve workplace communication.