Communication is essential in a productive workplace. It facilitates teamwork, increases engagement, and boosts employee satisfaction. However, effective communication can be challenging. Things can get misunderstood even when speaking the same language.
That’s because people use different communication styles. Communication style describes the way we share information. Some people are straightforward, while others rely on subtlety to communicate their thoughts and feelings. Understanding these differences and nuances allows us to interpret and deliver messages accurately.
In this article, we’ll discuss direct vs indirect communication styles. We’ll also share tips to help direct and indirect communicators improve their communication skills.
What is direct communication?
Direct communication conveys the intended message explicitly and straightforwardly with no hidden contexts or meanings. In other words, you say what you mean and mean what you say. People with this style prefer clear and actionable information. They get to the point quickly and expect others to do the same.
There are two primary benefits of direct communication. First, it ensures clarity, leaving little room for ambiguity, misunderstanding, or misinterpretation. Second, it facilitates honesty and builds trust.
The drawback of direct communication is it can lead to conflict or confrontation, especially when the speaker delivers the message without tact. It is also considered impolite, depending on the cultural context.
Examples of direct communication
Brevity and clarity are the primary characteristics of direct communication. The examples below illustrate how straightforwardly conveying messages eliminates ambiguity and misunderstanding.
- I need this report done by Thursday to complete the analysis on time (Sets a clear deadline with a rationale).
- Ensure you backup the data by the end of the day (Gives clear and specific instructions).
- Your performance has improved (Directly expresses direct praise).
- I appreciate your help with training (Expresses gratitude for a specific action).
- The assignment is outside the scope of my job description (Defines limits).
- I disagree with the assessment as it stands (Expresses disagreement without being confrontational).
- Here is my view on the matter (States a personal opinion).
- Your presentation was engaging (Directly expresses positive feedback).
- Your presentation needs more supporting data (Expresses constructive feedback).
- I don’t understand this section of the report (Directly seeks clarification).
- This request requires immediate attention (Highlights urgency).
- I need your help with this technical issue (A direct request for assistance).
- This is what I need from each member (Outlines specific expectations).
As you can see, direct communication can lead to more transparent and productive interactions in the workplace.
What is indirect communication?
Indirect communication doesn’t rely on words alone to convey messages. It uses nonverbal communication cues such as facial expressions and tone of voice to express the underlying meaning behind the words. Body language makes up 55% of the communication.
The listeners must read between the lines to interpret the intent. People who use this style tend to avoid conflict or offense.
The benefit of indirect communication is it allows people to navigate difficult conversations. It encourages social harmony by avoiding confrontation and is the appropriate speech form in some cultural contexts.
The disadvantage of the indirect style is the increased potential for miscommunication and frustration, especially when the listener doesn’t pick up nonverbal cues.
Examples of indirect communication
Subtlety and nuance are the hallmarks of indirect communication. The examples below illustrate how context and nonverbal cues give meaning to messages.
- Everyone’s input is valuable and enriches our meetings (Encourages engagement without singling individuals).
- I could learn a lot from your presentation approach (Hints at wanting help by complimenting skills).
- I prefer emails because they allow me to track conversations (States preferences without directly rejecting other methods).
- Unfortunately, my current schedule is full (Indirectly declines invitations or additional work by implying limited availability).
- The project’s scope is extensive and will require additional help (Requests support without directly asking someone).
- Could you elaborate? (Diplomatic way to ask ‘why?’).
- Some people might find the wording in the document offensive (Highlights an issue without direct criticism).
- That’s a different way of looking at things (Indicates disagreement without confrontation).
- I like your ideas, but I think additional sources would strengthen your article (Indirect constructive feedback).
- Given the complexity of the work, would more training be helpful? (Suggests skills deficiency without implying incompetence).
- The approach is good, but have you considered other options? (Non-confrontational way to propose improvement).
Indirect communication helps communicators navigate complex and dynamic interpersonal relationships, creating and maintaining a harmonious work environment.
Difference between direct and indirect communication
We’ve touched on a few differences between direct and indirect communication. Now, we’ll dive into the specifics of these differences and the distinctions between the two types of communicators.
Word choice
Direct communicators use concise and precise words to express their thoughts or feelings, prioritizing clarity. If they don’t want to do something, they simply say ‘no.’
Indirect communicators choose their words carefully to avoid giving offense. For instance, they don’t say ‘no’ to something they don’t want to do. Instead, they’re overly polite and say, ‘Unfortunately, I’m not able to do that at the time.’
Interpretation
Direct communication requires little interpretation. The intended meaning is in the words. When your supervisor says, ‘Come to my office,’ it’s clear what they want you to do.
Indirect communication leaves room for misinterpretation. If your boss says, ‘Come by my office when you have time,’ it’s unclear when the action should happen. The listeners must analyze context and nonverbal cues to interpret its meaning.
Use in cultures
Direct communication is customary in low-context cultures like Western countries. These places are culturally diverse and emphasize individualism. The heterogeneity doesn’t allow for contextual assumptions. So, the speaker is responsible for conveying clear communication.
The indirect style of communication is customary in high-context cultures like Asian countries. These places are culturally homogeneous and emphasize community. The homogeneity enables people to understand shared expectations around behavior. The listener is responsible for correctly interpreting the message based on the speaker’s social status, facial expression, or body language.
Ideal use in conflict resolution
Different communication styles are suited for various conflict situations to avoid unhealthy work culture. Direct communication is best when you require swift resolution. You’ll get help faster by asking for it than by stating your needs and hoping someone volunteers.
On the other hand, an indirect approach is best for managing emotionally charged disputes. Let’s say you’re an HR officer attempting to resolve a conflict between coworkers. Using indirect speech allows you to remain neutral while settling the problem.
Ideal use in written communication
Unlike face-to-face or phone interactions, nonverbal cues are impossible to recognize in written communication. You can come across as rude or overly authoritative if you’re a direct person. That’s why direct written communication is suitable for task-oriented or instructive messages. There’s little chance of offending someone when explaining how to do something.
Indirect communicators already use polite speech. So, the language they use in written communication makes up for the loss of non-verbal cues. Since the goal of this communication style is to avoid giving offense or creating conflict, it’s best suited to write messages that require empathy.
Important channels of direct communication at work
Channels of communication are the methods employees use to disseminate information to managers and colleagues. These tools facilitate team collaboration, feedback collection, and relationship building.
Using the right channel to convey your message is vital to employee engagement and productivity.
Here are the primary communication channels organizations use.
Face-to-face communication
In-person conversation is an incredibly effective communication channel in the workplace. It uses verbal and nonverbal cues to convey messages, improving the quality and efficacy of communication.
For instance, it can be challenging to gauge intent using digital channels. However, message intent is apparent when you can see the speaker’s body language and hear their voice. The immediate feedback makes face-to-face communication ideal for complex and sensitive conversations.
Communication tools
In this increasingly digital age, communication via instant messaging tools is just as important as face-to-face communication in the workplace. Communication tools provide employees with unparalleled convenience. With them, employees can convey important messages even when they’re not in the same physical space as the colleague they’re talking to.
It can indeed be harder to determine message intent with communication tools than in face-to-face communication. The good news is that these technologies have evolved so that users now have at least an easier time discerning message intent than before.
Mobile apps for chatting
Compared to emails, mobile apps for chatting are a fairly recent invention. However, they have already become a staple in the workplace. 55% of workers have said that they prefer using mobile phones for work purposes than desktop phones.
The statistics aren’t surprising. Apart from the convenience mobile apps provide, they also enable real-time conversations. With most of these platforms, you can also easily share important documents with colleagues and check previous conversations.
Emails
Email is the most widely used written communication channel for business. It is asynchronous, meaning communication isn’t in real time. You can generate a digital business card and include it in your email signature along with other information and documents reaching multiple recipients, making it ideal for large-scale communication. Moreover, like mobile apps for chatting, email enables you to track conversations and shared files.
Audio calls
Audio calls convey verbal messages in real time. That makes the channel ideal for time-sensitive communication without being physically present. Furthermore, conferencing features enable multiple people to participate in the call, facilitating faster decision-making. While phone calls eliminate body language cues, the listener can still interpret the message using tone of voice.
Most phone calls happen on mobile devices, with 6.84 billion smartphone users globally. However, several communication tools offer VoIP (voice of internet protocol), enabling users to call using internet connections.
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Users can call team members or leave voice messages.
Video conferences
Video calls are the remote work environment’s answer to synchronous communication.
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It uses verbal and non-verbal communication and accommodates multiple participants, facilitating connection and efficient collaboration. That’s not all. Video conferencing platforms have file-sharing and call-recording capabilities, enabling you to track files and conversations.
In theory, you can use any channel to share information. However, consider the message’s purpose, complexity, and urgency for greater efficiency.
For example, face-to-face meetings and video calls are more effective than emailing training materials when training new hires. You can gauge comprehension and answer questions. If you’re resigning, it’s best to use email or business letters. Messages that require immediate attention or response should be conveyed via phone calls.
You also have to consider the recipient of the message. For instance, you may use WhatsApp Web to chat with your friend who works in HR. However, when requesting time off, it’s best to use email.
Documents
Business documents are formal channels of written communication. They contain official messages and serve as a single source of truth. So, if there are questions about your B2B strategies or business policies, employees can refer to the relevant documents for clarification.
Business documents include contracts, HR handbooks, business plans, financial reports, meeting minutes, board resolutions, and more.
Tips for people with direct communication style
Direct communicators value honesty and transparency. However, they risk sounding inconsiderate and bossy. It’s vital to be polite and professional in the workplace. So, here are a few tips to be more pleasant without giving up your communication style.
- Opt for face-to-face channels: Non-verbal communication allows the listener to interpret the message and feedback in the correct context, minimizing conflict or confrontation.
- Engage in active listening: It involves mindful and focused attention to the meaning or intent behind the words.
- Work on your delivery: Pay attention to your word choice and nonverbal cues. You can be approachable and diplomatic without compromising the intent of your message. A smile and emoji go a long way.
- Consider your audience: Consider, for instance, their cultural norms to be an effective communicator.
- Tell people your communication style: Letting others know you’re a direct person saves them the trouble of overthinking your message.
As you can see, you don’t have to give up your communication style to thrive in the workplace. Just incorporate kindness to become a more empathetic leader or colleague.
Tips for people with indirect communication style
Indirect communicators value harmony and diplomacy. However, it’s usually at the expense of message clarity and causes frustration with direct speakers. So, here are a few tips to get your message across effectively:
- Consider your audience: Like direct communicators, indirect communicators should consider the listener’s context when communicating.
- Work on your delivery: Practice verbal clarity and confident body language. Stand straight, use a firm tone of voice, and make eye contact.
- Encourage people to ask for clarifications on your statements: This way, you can prevent them from misinterpreting your indirect statements.
- Seek feedback on communication style: Learn how others view your communication style and identify communication barriers. Then make the necessary adjustments.
- Be direct when necessary: Learn which situations direct communication is most beneficial. Know that direct or specific questions aren’t necessarily a sign of aggression but rather express confusion or points for clarification.
On that last point, remember, that direct communicators respect direct speech. They view indirect communication as evasive (at best) or dishonest (at worst). Therefore, using direct speech with them is a sign of respect and trustworthiness for them.
Conclusion
Clear communication is vital to an effective and productive work environment. However, people use different communication styles to express themselves. Some people are direct. Others prefer subtlety.
In the direct vs indirect communication style debate, it’s not a case of one style being better than the other. Each has its benefits. When you need things done quickly, direct communication reduces misunderstanding. When you need things done diplomatically, indirect communication minimizes conflict.
Knowing the difference between direct and indirect communication empowers you to interpret messages accurately. You also adapt appropriately to various situations since some require a direct approach while others call for subtlety.
Ultimately, you build better relationships in the workplace.
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