1. Passive Communication Style

These are some of the characteristics observed in a passive workplace communication style:

• Reluctance to speak up: Someone with a passive workplace communication style may hesitate to express their thoughts, opinions, ideas, and needs. Instead of speaking up, they often wait for others to take the lead.
• Conflict avoidance: Passive communicators often go to great lengths to avoid conflicts or disagreements. They may choose not to give others feedback or address issues directly.
• Difficulty setting boundaries: They may find it difficult to decline requests or express their own limitations. They might agree to tasks or responsibilities they are uncomfortable with because they are unable or unwilling to say "no."
• Indirect communication: This style may use indirect language or non-verbal cues to convey their thoughts or emotions, which can sometimes cause misunderstandings and confusion.
• Self-doubt: A passive communication style often stems from a lack of self-confidence. The person may doubt their own abilities, which can prevent them from expressing themselves openly. They may have a history of rejection, so they may hold back their ideas or opinions out of fear of the same.

2. Aggressive Communication Style

These are some of the characteristics of an aggressive workplace communication style:

• Dominance: People who communicate aggressively tend to try and control conversations and situations. They may interrupt others, raise their voice unnecessarily, or use forceful body language to assert dominance.
• Bluntness: Aggressive communicators may be blunt and direct in their communication, sometimes to the point of being rude or tactless.
• Disregard for boundaries: They may ignore personal or professional boundaries, which can be inappropriate and uncomfortable.
• Resistance to compromise: They may resist compromise and aggressively try to put their point across or ensure things are done their way.
• Personal attacks: This communication style can involve insults, personal attacks, or name-calling. The person may attack someone's character or abilities to assert their own superiority.
• Defensiveness: This style may be highly defensive when questioned or challenged.

3. Passive-Aggressive Communication Style

A passive-aggressive communication style combines elements of both passive and aggressive behavior. These are some of the characteristics of this communication style:

• Covert criticism: Passive-aggressive communicators may use sarcasm, backhanded compliments, eye rolls, or disrespectful gestures to indirectly mock or criticize someone's ideas or actions.
• Indirect communication: Rather than addressing issues head-on, people who communicate passive-aggressively resort to more subtle, indirect tactics. They use veiled language that leaves room for ambiguity and later gives them an opportunity to deny their words.
• Silent treatment: Rather than communicating clearly, they might give people the silent treatment or arrogantly withhold important information as a form of expressing displeasure.
• Subtle sabotage: They may subtly engage in actions that undermine other people's projects, reputations, or initiatives.
• Involvement of others: Instead of addressing issues directly with the concerned parties, they might complain to colleagues or superiors to garner sympathy or support. They might frame themselves as victims, deflecting responsibility for their passive-aggressive behavior.

4. Assertive Communication Style

These are some of the characteristics of an assertive workplace communication style:

• Straightforwardness: Assertive communicators express themselves clearly, using straightforward language to convey their thoughts and ideas. They are often direct and to the point, says Morgan. They can say "no" or set boundaries when necessary.
• Confidence: People who communicate assertively speak with conviction, projecting confidence and self-assurance.
• Respect: Assertive people respect others' opinions, feelings, and autonomy. They acknowledge differing viewpoints and seek common ground.
• Ownership: Assertive individuals take ownership of their feelings and communicate them without blaming others. They use "I" statements to express emotions. Instead of a "you" statement such as, "You are always complaining about our team," the assertive communicator might say, "I feel pushed away when you give feedback like that, when what I really want is feedback on how I can make our team more cohesive."
• Expressive body language: They use open and engaged body language while communicating. For instance, they maintain eye contact and use appropriate gestures to reinforce their messages.

Tips for Improving Workplace Communication Skills

General yet powerful strategies to help you improve workplace communication skills include:

• Develop self-awareness: Take some time to self-reflect following a group meeting or one-on-one interaction to become more aware of your communication style at work. This is especially helpful where communication has been challenging. Identify your strengths and pay attention to areas that need improvement. It can also be helpful to ask your colleagues for feedback on your communication skills. Take precautions when giving others feedback on their communication skills by first asking if they are open to feedback for improvement.
• Consider that the customer is "always right": Refrain from pointing fingers of blame at customers. Avoid taking complaints personally, whether from external or internal customers. Respond effectively to complaints by first thanking the customer for bringing the information to your attention so that action can be taken. Take responsibility for errors and refrain from blaming another department or person.
• Control communication directed to the customer: Communicate in ways that protect company dignity and your individual reputation in the pursuit of excellent service. Use cell phones, email, and text messaging professionally, so that official company voicemail and signature lines are presented. Follow or request company guidelines on proprietary information and how much can be revealed to customers or clients.
• Decide what you want to be known for: Experts recommend deciding what style you want to be known for at work. Then, consider how your current communication skills can support that reputation, or what new skills you need to practice in a noticeable way.
• Listen actively to others: Active listening is a strategy that can serve you well, regardless of your style. It involves attending fully to what the other person is saying or writing without interrupting, making assumptions, or jumping to conclusions based on their words or your interpretation of their tone or nonverbals. It requires self-discipline. You can show the person that you're engaged and actively listening by nodding, summarizing action points in an email, maintaining eye contact when face-to-face, and asking clarifying questions during Zoom meetings or conversations.
• Ask open-ended questions: Close-ended questions typically evoke a "yes" or "no" response, whereas open-ended questions help the listener/reader to reveal underlying motivations, beliefs, plans, and attitudes that may not be apparent at the outset.
• Adapt to your audience: Tailor your communication objective to the preferences and needs of your audience. Adjust your approach depending on whether you're speaking with colleagues, customers, clients, or superiors.
• Learn from your mistakes: If you become aware of a miscommunication, address it promptly and openly. Learn from these situations to avoid similar issues in the future.