Understanding each team member’s unique communication style is like having the key to unlock better collaboration and team success. We all bring our quirks to the table—some people love a good brainstorming session, while others need time to process before they chime in. Some prefer clear, concise emails, while others thrive in spontaneous conversations. If you’re leading or managing teams, you might struggle to meet everyone’s expectations.
Let’s be real: some people just flat-out ignore communications, regardless of the timing, mode, content, or tone of the message. We live in a world where it’s almost necessary to ignore notifications. We’re not excusing those folks. In fact, if you’re experiencing a lot of dead air with team members, it’s time to reset expectations and put a communication plan in place.
While teamwide communication is important, the real magic happens when you tailor your approach to each individual. It’s not just about avoiding misunderstandings—it’s about building trust, boosting productivity, and creating a culture where everyone feels heard and valued. The result? A stronger, more cohesive team. In fact, in the Towers Watson 2013-2014 Change and Communication ROI Study it was reported that companies with strong communication practices are 3.5 times more likely to outperform their peers (one can only imagine how much that number has changed since Covid forced remote and hybrid work). So, by understanding how your team members communicate best, you're not just avoiding roadblocks—you’re setting everyone up for success.
I wrote How to Work with 4 Communication Styles in Project Management a while back, recounting the four communication types as defined by the New York Times bestselling author and leadership guru Mark Murphy. He spent decades researching interpersonal communication and developed this construct so you can understand your communication style and how it coincides with those of others. It’s been a framework and exercise I’ve used to help teams identify and discuss their communication styles and preferences.
It’s interesting to see folks self-identify their communication type, and how that leads them to an epiphany that sounds a little like, “Oh yeah. I guess I do that” and leads to, “That’s why this is happening!” Recognition that we all contribute to success not just in the work we produce but how we communicate about it is huge. Because let’s be real: communication mishaps happen all the time, and they’re often at the root of bigger problems like project delays or team conflicts.
Miscommunication isn’t just annoying—it can throw entire projects off course and create tension between team members. But when you take the time to learn how your colleagues prefer to communicate, those issues become easier to avoid.
For example, if you know that one team member prefers detailed emails and another thrives in spontaneous Slack chats, you can tailor your interactions accordingly. This isn't about coddling anyone, but about meeting people where they are so they can do their best work. It’s like being in a relay race—you wouldn’t hand the baton off in a way that makes the next person stumble, right? Communication works the same way: by passing information in a way that sets your team members up for success, you increase the odds of getting the best results.
When everyone feels heard and understood, trust starts to build. And trust is the foundation of any great team culture. Team members who know they can express themselves—without being interrupted, dismissed, or misunderstood—are more likely to contribute ideas and speak up when something isn’t working. That openness leads to better problem-solving because everyone is encouraged to bring their perspectives to the table. Different communication styles add depth to conversations. When we understand those styles, we can stop focusing on how something was said and start paying attention to what was actually said.
Let’s not forget that knowing how to communicate effectively with your team also helps foster psychological safety. If your team members feel comfortable communicating in their preferred style, they’ll be more willing to engage and take risks—like throwing out a wild idea during a brainstorm or admitting they need help on a project. When people don’t have to worry about judgment or misunderstandings, they’re free to bring their best, most authentic selves to the table. And that’s exactly the kind of culture that drives collaboration forward.
The bottom line is that knowing each team member’s communication style isn’t just nice—it’s essential for effective collaboration and a strong team culture. It allows you to cut through the noise, get to the heart of issues faster, and build a team that works together like a well-oiled machine. And when collaboration is seamless, the team culture naturally improves, creating a positive feedback loop that benefits everyone.
