Types of Communication Styles

A communication style is a specialized interpersonal behavior set in a given situation. It characterizes the set of behaviors involved in the elemental process of human communication.

A manager needs to understand communication styles because:-

Each communication style represents a category of communication behavior with related purposes and similar approaches, and
A particular style will be used consistently by a person in similar situations (Wofford, Gerloff, and Cummins, 1977:148).

Wofford, Gerloff, and Cummins have identified six basic communication styles that appear in organizational situations.

6 Types of Communication Styles

The Controlling Style

The controlling style is one in which the communicator constrains and directs the actions or thoughts of others. Communicators using this style tend to formulate their ideas prior to discussion and then gain the compliance of others.

The typical behaviors of the style are:

Communication is usually one way.
The communicators are directive, demanding, and controlling.
The communicators insist that their ideas be tried first.
The communicators persuade others to follow their course of action.
The communicators use power and authority to gain compliance.
The communicators may use manipulation.

The Controlling Style of communication is characterized by a one-way flow of information where the communicator directs and constrains the actions or thoughts of others. Individuals using this style tend to formulate their ideas prior to discussion and seek to gain the compliance of others, often using power, authority, and sometimes manipulation.

The communication is usually directive, demanding, and does not encourage feedback, except for clarification purposes. This style is particularly prominent in situations where the communicator holds superior knowledge or is in a position of authority.

In a real-life scenario, a manager employing the Controlling Style might instruct a team on how to execute a project, laying out specific guidelines and expectations without seeking input or suggestions from the team members.

The manager insists that their approach be followed and does not entertain alternative ideas, focusing on ensuring that instructions are carried out as given.

Where The Controlling Style Effective

The controlling style serves effectively in several situations. They are:

Where the communicator has superior knowledge and expertise in the field of discussion. The communicator who presumes to take control and to issue directives in an area in which he or she has a lack of competency threatens morale and performance motivation.
Where the persons prefer to take a receptive role in communication, these persons are either dependent or lacking in motivation.
Where the people need to be persuaded or stimulated to perform effectively, the style does it by frequent criticism of employees.
Where there is a crisis situation, the situation does not allow discussing things with anybody but to take action immediately.
In crisis situations where immediate action is required.
When the communicator has superior knowledge and expertise in the field of discussion.
Where individuals prefer to take a receptive role in communication, being either dependent or lacking in motivation.
When people need to be persuaded or stimulated to perform effectively through directive communication.

Example of Controlling Style

A real-life example of the Controlling Style can be observed in a classroom setting where a teacher strictly dictates the class activities and does not allow students to voice their opinions or suggestions. The teacher sets the rules, assigns tasks, and expects compliance without discussion, leaving little room for student participation or collaborative decision-making.

Is the Controlling Style of communication always negative?

No, it can be effective in certain situations, especially when quick decisions and compliance are necessary.

Can this style be used for team motivation?

Yes, it can be used to stimulate individuals to perform effectively, especially in situations where directive communication is needed.

Is feedback encouraged in the Controlling Style?

Feedback is primarily for clarification purposes, and alternative suggestions are not usually encouraged.

In what situations is the Controlling Style most effective?

It is most effective in crisis situations, when the communicator has superior knowledge, or when individuals prefer a receptive role.

Does the Controlling Style inhibit collaboration?

Yes, it tends to limit collaborative input and discussion, focusing more on compliance with the communicator’s directives.

The Equalitarian Style

The equalitarian style is characterized by a two-way flow of exchange in which the influence flows back and forth between people. The communicator stimulates others to take personal initiative in planning, setting goals, taking action, or thinking. The typical behaviors of the style are:

The communication is two-way.
The communicators stimulate and draw out the thoughts and intents of others.
The communication is free and fluid.
The atmosphere is one of mutual understanding and personal interest.
The communication is friendly and warm.

The Equalitarian Style of communication is characterized by a two-way flow of exchange, fostering an environment where influence flows reciprocally between individuals. This style encourages open discussion, allowing each participant to freely express ideas in an atmosphere of mutual acceptance and understanding.

The Equalitarian Style aims to stimulate personal initiative in planning, setting goals, and decision-making, promoting an atmosphere of mutual respect and shared interest.

For instance, in a business meeting, a manager utilizing the Equalitarian Style would encourage team members to share their thoughts, ideas, and opinions on a project. The manager fosters an environment of mutual understanding and respect, valuing each contribution and facilitating collaborative decision-making.

Where The Equalitarian Style Effective

The equalitarian style is effective in the following situations:

Where leaders wish to build teamwork and strengthen the closeness and understanding between themselves and those with whom they work.
When the time for thorough discussions and decision-making is possible with a small group. This approach helps to stimulate motivation and to build commitment on the part of those involved in the decision.
Receivers need to have a worthwhile contribution in terms of information, judgment, experience, and independent thought.
Where there is a need to overcome resistance to change, Coch and French (1948) found that the participants in equalitarian communication led to a high acceptance of change.

Example of Equalitarian Style

A real-life example of the Equalitarian Style is a brainstorming session where team members are encouraged to share their creative ideas and solutions.

In this setting, everyone’s input is valued, discussions are free and fluid, and the atmosphere is warm and friendly, leading to a collective decision that reflects the contributions of all participants.

Is the Equalitarian Style suitable for all organizational settings?

While it is versatile, its effectiveness may vary depending on the context and the need for collaborative input.

Does this style encourage mutual respect?

Yes, it fosters an atmosphere of mutual respect and shared interest among participants.

Can the Equalitarian Style be used to overcome resistance to change?

Yes, it has been found to lead to high acceptance of change due to the inclusive nature of communication.

Is this style time-consuming due to its collaborative nature?

It can be, especially when thorough discussions are needed, but the resulting mutual understanding and commitment can be valuable.

Does the Equalitarian Style prioritize collective decision-making?

Yes, it values the contributions of all participants and facilitates decisions that reflect the collective input.

The Structuring Style

The Structuring Style of communication is employed by individuals who aim to establish order, organization, scheduling, and structure through the communication process. This style is oriented towards systematizing the environment and often involves citing standards, procedures, or rules applicable to a situation.

Communicators using the Structuring Style focus on clarifying or establishing a structure for addressing problems, ensuring that the environment remains organized and tasks are systematically approached.

For example, a project manager utilizing the Structuring Style would communicate clear timelines, designate responsibilities, and establish protocols, ensuring that team members understand their roles and the project progresses in an orderly manner.

The structuring style is used by the communicator, who is oriented toward establishing order, organization, scheduling, and structure through the communication process. It involves the following behaviors:

The communication is oriented toward systematizing the environment.
Communicators influence others by citing the standards, procedures, or rules that apply to a situation.
Communication is directed toward clarification of the structure or establishing a structure for a problem.

Where The Structuring Style Effective

The structuring style is particularly important for the following situations:

Where the environment is complex. If the tasks are highly flexible, then the complexity may create severe difficulties in grasping and handling the problems involved. The structuring style aids in bringing system and order into this complex situation.
Where persons are strongly oriented toward orderliness that he or she focuses attention on structure.
When managers are unsure of the reaction of others to their opinions.

Example of Structuring Style

A real-life example of the Structuring Style is a manager organizing a team to meet a project deadline. The manager outlines the project’s phases, assigns specific tasks to each team member, sets milestones, and establishes deadlines, ensuring that the workflow is organized and the project objectives are met in a timely manner.

Is the Structuring Style mainly about establishing order?

Yes, it focuses on creating a systematic environment and clarifying structures.

Can this style be used in complex environments?

Absolutely, it is particularly effective in bringing order to complex situations.

Does the Structuring Style involve citing company standards and rules?

Yes, communicators often reference standards, procedures, or rules applicable to the situation.

Is this style effective when clarity is needed in organizational procedures?

Yes, it is used to clarify and establish organizational hierarchy, schedules, and procedures.

Can it be used when managers are unsure of the reactions of others?

Yes, it helps in establishing clear guidelines and expectations, mitigating uncertainty.

The Dynamic Style

The Dynamic Style of communication is characterized by a high-energy, action-oriented approach. Communicators employing this style are typically brief, frank, direct, and focused on pragmatic and immediate problems. The essence of this style is to serve as a stimulant for others, encouraging prompt action and addressing issues head-on, rather than engaging in extensive deliberation.

For instance, a leader using the Dynamic Style might quickly address challenges, make decisive requests, and motivate team members to act promptly, ensuring that solutions are rapidly implemented and objectives are met in fast-paced environments.

The dynamic style is employed by a communicator who is highly active and aggressive. The typical behaviors of the style are:

The communicators are brief and to the point.
The communicators are frank and direct.
The communication content is pragmatic and action-oriented.

Where The Dynamic Style Effective

The dynamic style is effective in the following situations:

Where managers are working in a fast-moving and rapidly changing environment, the communicators speak briefly and serve as stimulants for others rather than working directly with them.
Where the environment has frequent crises, and others are competent to handle the problems.
Where communicators have only a brief contact with the other persons.
Where managers are surrounded by highly competent people.

Example of Dynamic Style

A real-life example of the Dynamic Style is a CEO addressing a sudden market change that affects the company’s product. The CEO promptly gathers the team, clearly communicates the challenge, and motivates immediate action to adapt the product to the new market conditions, thereby minimizing potential losses and seizing emerging opportunities.

Is the Dynamic Style characterized by high energy and action orientation?

Yes, it is a high-energy approach focused on addressing immediate problems and encouraging prompt action.

Is this style effective in rapidly changing environments?

Absolutely, it is particularly suited for fast-paced situations requiring quick decisions and actions.

Can the Dynamic Style be brief and direct?

Yes, communicators using this style are typically brief, frank, and direct in their approach.

Is it suitable for situations with frequent crises?

Yes, it is effective when addressing crises, especially when the team is competent to handle the challenges.

Does it work well with highly competent individuals?

Indeed, it is especially effective when communicators are surrounded by individuals capable of taking the required action promptly.

The Relinquish Style

The Relinquish Style of communication is characterized by a communicator subordinating their position to that of another person. This style is courteous, receptive to the ideas of others, and involves shifting responsibility and a supporting role to the other person. Communicators using this style show interest in the contributions of others and are amiable rather than directive, allowing for a collaborative approach.

For example, a manager employing the Relinquish Style might delegate the responsibility of communication and decision-making to subordinates, encouraging them to discuss, develop solutions, and take ownership of the outcomes, while providing support and guidance as needed.

The relinquish style involves a subordination of one’s position to that of another person. The typical behaviors of the style are:

The communicators submit to the desires of others.
The communicators comply with the other person’s point of view.
The communicators are receptive to other people’s ideas and contributions.
The communicators shift responsibility to the other person.
The communicators assume a supporting role.

Where The Relinquish Style Effective

The relinquish style of communication is effective in the following situations:

There is a need to counsel others or communicate confidence in others.
Where there is a need to prevent others from unduly shifting responsibility, which they should retain.
When other persons have clearly superior information, experience, and understanding.
Where other persons are willing to assume responsibility.

Example of Relinquish Style

A real-life example of the Relinquish Style is a project manager allowing team members to take the lead in brainstorming and developing a strategy for a new project. The manager listens attentively, values each member’s input, and supports the team’s decisions, fostering a sense of ownership and collaboration among the team members.

Is the Relinquish Style about subordinating one’s position to others?

Yes, it involves subordinating one’s position and being receptive to the ideas and contributions of others.

Does this style foster collaboration and ownership?

Absolutely, it encourages collaboration and fosters a sense of ownership among team members.

Is it effective when others have superior information and experience?

Yes, it is particularly effective when others have more information, experience, and understanding.

Can it prevent undue shifting of responsibility?

Indeed, it helps in preventing others from shifting responsibility that they should ideally retain.

Does the communicator play a supporting role in this style?

Yes, the communicator assumes a supporting role, valuing and supporting the contributions of others.

The Withdrawal Style

The Withdrawal Style of communication is characterized by an avoidance of interaction and a preference to withdraw from others. Individuals using this style do not seek to influence others and prefer not to be influenced. This approach involves avoiding the subject under discussion, potentially using diversionary tactics, and maintaining a level of independence in decision-making.

For instance, in a group discussion, a person employing the Withdrawal Style might avoid contributing to the conversation, steer away from the main topic, or even exhibit behaviors that signal a lack of interest or willingness to participate in the dialogue, thereby maintaining their autonomy.

The withdrawal style involves an avoidance of interaction. In fact, the users do not wish to communicate but prefer to withdraw from others. The typical behaviors of the style are:

The communication process is avoided.
No influence is sought or desired.
An independent rather than an interactive approach to decision-making is used.
The communicator avoids the subject under discussion by talking about something else or by shifting to a verbal attack on the other person rather than responding (Shaw: 1968).

Where The Withdrawal Style Effective

The withdrawal style is effective in the following situations:

Where the communication would reveal the communicator more than should be revealed.
Where the discussion leads to unethical or immoral practice, then an emotional, attacking, withdrawal response may help to communicate emphatically that this.

Example of Withdrawal Style

A real-life example of the Withdrawal Style is an employee in a team meeting who remains silent, avoids eye contact, and refrains from contributing to the discussion, signaling a disinterest in the conversation and a preference for non-participation.

Is the Withdrawal Style about avoiding interaction?

Yes, it is characterized by an avoidance of interaction and a preference to withdraw from others.

Does this style signal a lack of interest in influencing or being influenced?

Correct, individuals using this style do not seek to influence others and prefer not to be influenced.

Can it be effective in situations leading to unethical practices?

Yes, withdrawing can communicate disapproval when discussions lead to unethical or immoral practices.

Is maintaining independence a key aspect of this style?

Indeed, maintaining independence in decision-making is a significant characteristic of the Withdrawal Style.

Does the communicator remain autonomous in this style?

Yes, the communicator maintains their autonomy and avoids contributing to the influence dynamics.

Conclusion

Effective communication involves a variety of interpersonal communication styles that have distinct characteristics and implications. There are six styles of interpersonal communication: Controlling, Equalitarian, Structuring, Dynamic, Relinquish, and Withdrawal styles.

The Controlling style is directive and seeks compliance through authority, while the Equalitarian style fosters a two-way exchange and encourages mutual understanding. The Structuring style aims to establish order and clarity, and the Dynamic style is action-oriented, characterized by brevity and directness.

The Relinquish style is receptive and values others’ contributions, while the Withdrawal style avoids interaction and maintains autonomy. Understanding and applying these styles appropriately is crucial for effective communication in diverse situations.