Four types of workplace communication styles

When you start work, you’ll meet people with various communication styles. Part of being successful at work is understanding how to deal with different communicators – and getting to know yourself, too.

There are four types of communication styles in the workplace: passive, aggressive, passive-aggressive and assertive. Each style has its own strengths and weaknesses. It's important to know which ones you and your colleagues use. Understanding communication styles will help you work together and resolve conflicts more smoothly.

In this guide, we’ll cover the main communication styles, their characteristics and how to deal with them in the workplace.

1. Passive
2. Aggressive
3. Passive-aggressive
4. Assertive

Passive communicators don’t actively contribute to conversations or express their opinions. So, it’s hard to know what passive communicators are thinking. However, there are ways to support passive colleagues. And if you’re the passive one, it’s possible to learn to hold your own.

Find out more about what a passive communicator is and their characteristics below.

A passive communicator is someone who finds it difficult to express their feelings and opinions. Others will perceive them as shy, uninterested or unengaged – even when that’s not true.

Passive communicators often fear conflict which is why they don’t express themselves. So many passive communicators will have brilliant ideas buzzing around their heads, but they’re concerned about saying them out loud. Sometimes, they’ll avoid engaging in conversations as they’re worried what they’ll say will offend.

• Avoids confrontation
• Doesn’t express strong opinions (even if they’ve got them)
• Has difficulties saying “no” and setting boundaries
• Downplays own feelings
• Tends to be indecisive as they’ll prioritise other people’s needs over their own

When dealing with a passive communicator, be respectful. Avoid making assumptions about their feelings. Instead, give them space to express themselves. Make sure to keep your tone positive and be patient when listening. If you’re collaborating on something, let them know there are no right or wrong ideas and invite them to share whatever they’re thinking.

If your supervisor or boss has a passive communication style, they might not be super forthcoming with feedback. So, if you want to know how you’re getting on, you’ll need to ask them. Tell them that you’d like to hear their honest opinion and want to know how to improve. For more help here, read our guide on how to ask for feedback (and take it).

If you struggle to express your thoughts, you might be a passive communicator. Everyone’s style is different, but you’ll face difficulties at work if you don’t speak up when you need to.

To get more comfortable with communicating in the workplace:

• Practise saying “no”. The next time someone asks you to a social event you don’t want to go to, say “no” instead of finding an excuse or giving a noncommittal answer.
• Express your opinions. Once you start sharing your ideas, you’ll realise you don’t need to be scared. Begin by talking to those you feel most comfortable with.
• Embrace the written word. Don’t feel like putting your hand up in a meeting? That’s OK. Give follow-up feedback or ask questions via email or an instant message afterwards if that’s easier.

Aggressive communicators express their opinions in a forceful fashion. They’re the opposite of passive communicators. While it’s a good thing to make your thoughts known, aggressive communicators do so in a way that can sometimes be overly intense.

Below, we explore what an aggressive communicator is and their characteristics.

An aggressive communicator is someone who speaks and acts in a somewhat hostile manner. They may use intimidating language or act forcefully towards others. The way they behave is often perceived as rude and confrontational. Aggressive communicators often come across as domineering, overbearing or insensitive when trying to get their point across. As a result, they’re not the easiest people to work with.

• Uses intimidating language
• Makes assumptions without facts
• Interrupts and speaks over others
• Has difficulty listening to and understanding opposing views
• Demands immediate compliance from those around them

When dealing with an aggressive communicator, remain calm. Avoid arguing back, as it’ll likely only escalate the situation. Maintain your composure by taking a few deep breaths and focusing on what’s being said rather than how it’s being said. Acknowledge the person’s feelings, but don’t be afraid to stand your ground.

An aggressive communicator will often be the loudest voice in a room, but they won’t always be the one with the best ideas. Do your best to keep the conversation as constructive as possible.

If you recognise your behaviour in the description above, it’s good that you're self-aware about your communication style being overly intense at times. Being passionate about your ideas is wonderful, but you need to communicate them respectfully.

If you’ve got aggressive communication traits:

• Practise active listening. If you talk over your colleagues, you’ll miss their fantastic ideas. Bite your tongue and brush up on your listening skills so that you hear others before you speak.
• Learn other positive communication skills. To counteract aggressive tendencies, boost your verbal, non-verbal, written and visual communication skills. We’ve got some top tips in our communication skills guide.
• Reduce your stress levels. Some aggressive communicators are acting out because of something else going on in their lives. If that’s you, think about the things in your control that will reduce your stress levels. For example, try meditation or breathing exercises to unwind. If you’re struggling, reach out to your friends, family or to professionals (like your GP) for support.

Passive-aggressive communicators indirectly express their negative feelings. Ever given someone a back-handed compliment? That’s passive-aggressive communication right there. For some, that’s their main communication style.

Here, we explore what a passive-aggressive communicator is and how to deal with them.

A passive-aggressive communicator is someone who expresses their disagreement in indirect ways. They might use sarcasm, silence or passive comments to communicate their feelings of anger, instead of openly expressing them.

Passive-aggressive communicators often struggle with assertive communication due to underlying feelings of insecurity. Like passive communicators, they’re non-confrontational but they’ll tell you they’re unhappy with a side eye or a sarcastic “Great!”, instead of bottling it all up inside.

• Uses subtle comments or hints to express frustration
• Avoids open and honest communication
• Expresses disagreement indirectly
• Appears agreeable on the surface but then expresses disagreement through their behaviour
• Uses sarcasm to convey disapproval or criticism

When working with a passive-aggressive communicator, stay assertive. Make sure to address the underlying issue calmly rather than getting drawn into an argument. Resist the temptation to respond with snide remarks.

Acknowledge the passive-aggressive communicator’s feelings and encourage open dialogue by asking questions that allow for honest conversations.

Ever let out a cry of “Oh amazing!” when it starts chucking it down on what should be a sunny day out? You're not alone. A lot of us use sarcasm, but it’s not a great habit to have in the workplace.

To keep your passive-aggressive side in check:

• Get comfortable with open communication. Ditch the hints and start saying how you feel. You’ll be surprised how many problems you’ll solve when you address things.
• Practise self-awareness. Take notice of when you slip into a passive-aggressive style and work out what triggers you. By spending time reflecting on why you’re behaving this way, you’ll learn how to change your responses.
• Explore empathy. This one’s a biggie, but once you learn that your colleagues aren’t your opponents, you’ll be less inclined to be passive-aggressive. Once you see things from other people’s perspectives, you’ll have healthier two-way communication.

Assertive communicators express their opinions and feelings directly yet respectfully. They make great leaders in the workplace. If you want to climb the ladder without treading on people’s toes, it’s time to get assertive.

We explore what an assertive communicator is and how to develop this communication style.

An assertive communicator is someone who speaks calmly and confidently, without dominating the conversation or intimidating others. They express their opinions without being aggressive or passive-aggressive.

Assertive communicators effectively listen to different points of view and make decisions that consider the feelings of everyone involved.

• Uses courteous and respectful language
• Clearly communicates their needs
• Listens to different points of view without getting defensive
• Doesn’t dominate or intimidate others
• Creates dialogue for open discussion and problem-solving

Assertive communicators are easy to deal with, as they’re usually open and honest. When engaging in conversations with them, focus on listening to their point of view rather than imposing your own. Take time to think about what they’ve said before responding. When you do chip in, offer solutions that both parties will agree on.

Assertive communication is the ideal style for productive dialogue in the workplace. Assertive communicators think before they speak and consider other people’s perspectives. It’s no wonder why assertive communicators are in demand in workplaces.

If you’d like to become more assertive, here are some tips to help you improve your assertive communication skills:

• Speak clearly and confidently. Take the lead in conversations but don’t bulldoze over everyone else. It’s hard to get the balance right, but you’ll get better with practice. Start by making sure you keep a respectful tone and use appropriate language.
• Listen. Good communication is as much about listening as talking. Take time to reflect on what other people have said before offering a response and avoid jumping to conclusions.
• Be open and honest. Speak truthfully without being aggressive (ie. you don’t want to hurt anyone else’s feelings by dismissing a colleague’s idea as ‘rubbish’). Once you’ve cracked how to express your opinions assertively, you’ll go far.
• Encourage open dialogue with constructive questions. When you’re collaborating with a colleague, look for a solution that you both agree on. Avoid getting defensive and instead stay calm. You’ll find a way forward that works for everyone.
• Be mindful of your body language. Part of being a good assertive communicator is making sure people see you as one. So, be aware of how you hold yourself and your facial expressions. Body language influences how your message is received. If you cross your arms while trying to be assertive, you risk coming across as aggressive.
• Be patient with others. Communication requires time and effort from every party. You can’t control anyone else’s communication style, so you’ve got to learn how to get the best out of others – however they communicate.

Need more workplace advice? Read our tips for entering the world of work.

There are four main types of communication styles: passive, aggressive, passive-aggressive and assertive. While an assertive communication style will help you get ahead in the workplace, it’s important to remember that everyone communicates differently.

A big part of effective communication is understanding the main styles and how to deal with them. Plus, self-awareness will help you better express yourself with your colleagues.