Today’s workplace represents a rich tapestry. It’s made up of generational, gender, racial, religious, ethnic and cultural diversity to be considered when communicating. Woven within this tapestry are a multitude of differing personalities. DiSC, PREP (my favorite), and various other personality profiles identify these differing styles and their corresponding communication preferences. For example, introverts tend to communicate only when they think they have something important to say, while extroverts communicate more frequently and fully. PREP’s objective communicators want to address message content immediately, while personal communicators prefer a brief (or lengthy) personal opening before discussing the core of a message. Some personalities prefer big-picture communications, while others want to know “how the watch was made.” If left unaware, each personality is likely to think his or her communication style is “right” while others’ preferences are “wrong.” That’s why it’s important to understand differing personalities and communication preferences when you communicate with your firm, team, colleagues, clients and others.
Plan your message. If you have an important message to deliver, perhaps a report or an announcement, identify the key elements of your message. Prepare two to four bullet points – no more – and make each as clear as possible. Prepare details about each bullet point, though you might not include any or all of those details in your initial message.
Know your audience. Are you speaking to a group or one-on-one?
- If you’re speaking to a group, chances are you’re addressing both objective and personal communicators. Open with one or two brief, perhaps friendly, comments. Then, especially if you’re speaking to a business audience, deliver a short, clear message that includes your prepared bullet points, the benefits and/or relevance of your message to the audience and, if appropriate, ends with a call to action. More detailed information can be made available for those who need or want to read it later.
- If you’re speaking one-on-one, what do you know about your listener’s personality? Is he or she an introvert or an extrovert, a big-picture generalizer or a detailed thinker, a personal or objective communicator? Choose a quiet, private place to communicate with an introvert. You might need to draw additional information from an introvert or from an objective communicator, whereas you might need to keep an extrovert or a personal communicator focused on the conversation at hand. If you’re communicating with a big-picture thinker, start with the results, then provide a high-level overview. Be prepared to deliver details after you’ve delivered the results and only if they’re necessary. What if you think the details are necessary, but your listener doesn’t? You can provide the details in another format, to be read later as needed. If, however, you’re communicating with a detail-seeker, start with the details, take the time to talk through the analysis, and end with the results.
What are the benefits of matching your communications to the style(s) of your listener(s)? In the long term, it requires less time. More importantly, it will help your listeners absorb and process your communications more quickly and easily and make it more likely that they will respond with the results you want. Your ability to relate and communicate effectively can make the difference between success and mediocrity. Improve your communications to get the results and success you want!