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Improving Communication With Different Types of Coworkers

There are few things that can make your job more frustrating than a miscommunication between you and someone you work with on a daily basis. As an IT professional, you likely interact with a wide variety of individuals – from a colleague in the accounting department to your CFO – and your ability to communicate effectively can affect your future job prospects.
 
There are many factors contributing to communication breakdowns, but differing styles is one of the most frequent reasons: When communication types collide, problems can occur. Following are some suggestions to help you understand and respond effectively to some of the most common types of communicators.

Concise Coworkers. These people like communication to be to the point. Typically very busy, they won’t chat around the water cooler. They prefer to e-mail and tend to avoid talking in person or on the phone. When you e-mail them, they often send one-word responses. They also may not give you a lot of direction when assigning tasks and can become impatient if you ask a lot of questions.

So, how can you work best with them? First, be brief. They like people who get to the point quickly. Before talking with or sending a message to them, think about what you want to say and what action is needed, so you can be as concise as possible. The more direct and specific you can be with your questions, the better off you will be.

Absent-Minded Professors. Simply put, absent-minded professors aren’t good communicators. They’re often well respected in their field and fairly creative, but not well organized, and they frequently send messages omitting key details. For example, this type of coworker will ask you to send “Bob” information about the new software installation – and you don’t know which “Bob” the person is talking about. They’re also a little absentminded and easily go off-track.

More than anything, they need structure. If you support this type of employee, try to establish regular meetings with the person to review projects. Ask questions during conversations, and send e-mails paraphrasing what was discussed. And remind them of meetings and deadlines. They’ll appreciate it!

The Talkers. These communicators are often the social glue in the department, arranging outings after work and taking new employees under their wing. Having friends at work is very important to them, and they love to chat. You won’t get an e-mail from them if they sit just a few desks away; they’ll come right over and talk to you. In fact, if you send them an e-mail when you could have just as easily spoken to them, they may take it as a slight.

With these colleagues, you need to strike a balance between satisfying their need for rapport while avoiding too much chatter and distraction. Always be polite and go out of your way to thank them for their efforts. They thrive on praise and will work harder if given positive reinforcement. If you e-mail them, review them to make sure your messages don’t sound curt. And pick up the phone if the topic could be sensitive.

The Micromanagers. Let’s face it – few people love micromanagers. More than anything, these individuals need reassurance that you’re able to get the job done. E-mail them with frequent status reports, especially if the person is your boss. Check your messages over very carefully to make sure they’re clear and free of typos. Any type of error can erode their trust in you. When you decide on an approach to a project, explain the logic behind it to them; they’ll be reassured that you’ve given adequate thought to the situation.

Finally, try to limit their opportunity to micromanage by troubleshooting proactively. When issues arise, come up with a solution and present it to them. Never approach them with just the problem, or it will reinforce their inclination to manage and control everything. Above all, you want them to know that they can trust you to make appropriate decisions and get the job done.

Of course, not everyone fits neatly into these four basic communication styles. By paying attention to the communication habits and preferences of everyone you work with, you’ll be able to build a better rapport and enhance your professional reputation.

Robert Half Technology is a leading provider of IT professionals for initiatives ranging from web development and multiplatform systems integration to network security and technical support. The company has more than 100 locations worldwide. Search for jobs now or learn more at www.rht.com.