Good Communication Isn’t One-Size-Fits-All, Especially In Business
Communication is one of those things we all do every day, so you’d think we’d have nailed it by now, but sometimes we’re missing one crucial thing.
You can feel like a great communicator, but then put a group of different people together, and suddenly realise that everyone in the room has very different ideas about what good communication is.
Some people want all the details, and others want only the important information. Some would happily talk something through for half an hour, while others would much rather you give the basics and put the rest in an email so they can read it, process it, and come back to you.
Everyone is different, and everyone's communication style is different - which is why it’s important to learn them, because they can make working together so much easier.
Your communication style isn't the only communication style
You might love a voice note, but work with someone who would rather receive a written message they can refer back to. You might naturally give lots of context, while your client would prefer you to lead with one thing they actually need to know.
Many different things can influence those preferences, too. I mentioned in my post that personality, neurodivergence, culture, industry, previous jobs and working environments can all play a part. Most of the time, it comes down to the individual.
Even more importantly, the same person might prefer different things in different situations, including with you.
A quick WhatsApp message might be great for one conversation, while something more complicated needs a call or a long email. You get the point.
So, I don’t believe good communication is about finding one perfect way and applying it to everything and everyone. It’s contextual, and it really takes getting to know the person you’re working with so you can adapt.
Working closely with someone teaches you a lot
As an executive assistant, communication is a huge part of my job. I often work closely with clients, which means I naturally start to notice their preferences over time. Things like:
How much information do they like to have before making a decision?
Do they want a few options, or just one strong recommendation?
Are they happy for me to send questions as they come up, or send multiple at once in an email?
Do they like to talk something through, or would they rather have time to think about it first?
Some clients will tell you exactly what they prefer from day one, which is always helpful, but then with others you learn as you work together. Another thing is that as your relationship develops, communication is likely to change again and, over time, require less.
For example, my team member communicates well and switches between WhatsApp messages and voice notes when something needs more attention, which I can listen to while I keep working. But after working together for 6 years, we've reached a point where we don’t need to communicate much; she just needs to give me the important information, and I trust her judgment.
That wouldn’t work with everyone, so don't assume that because something works brilliantly with one person, it will automatically work with the next.
It works both ways
Adapting your communication doesn’t mean completely changing who you are every time you speak to someone.
You have your own communication style too, and a good working relationship needs to work for both people. So if something would make life easier for you and help you do your job, say it. If you need more context to do your job properly, ask for it.
If a particular way of communicating regularly leads to things getting missed, it’s definitely worth having that conversation rather than carrying on with something that isn’t working.
Even things like so much as agreeing where urgent messages should go- text or email- keeping certain conversations to email, having regular meetings rather than sending things throughout the week or just both being upfront about how you like to work.
Sometimes all it needs is a small change; for example, with my team member, we’ve reached a comfortable point where we don’t need much day-to-day communication. I know she’ll get the job done and let me know if anything changes, and she knows I’ll do the same.
But when a bigger or more complicated work comes up, I know she works best with as much context as possible. Partly because she wants to do the job well, and partly because of her ADHD, having the full picture helps her understand exactly what she needs to do before she gets stuck in. Once she’s done it once, though? That’s it. It’s seared into her memory.
Good communication gets easier with time
One of my favourite things about long-term working relationships is reaching the point where communication feels really natural.
You understand the context behind a two-line message, and you know when someone wants the full picture and when they just need a quick answer. You learn when something can wait and when it needs immediate conversation.
And that doesn’t happen overnight, ironically, even when you communicate your styles early on. It comes over time, as you build that relationship.
Ultimately, good communication isn’t about everyone communicating in exactly the same way, but about finding a way to communicate that helps you both work well together.
It comes from paying attention, asking questions and getting to know the person you’re working with.
About Katie, Executive Assistant and Founder of Katie Rodwell Remote Executive Assistance
Meet Katie! Your executive assistant and behind-the-scenes support for your small business. She’s also your personal cheerleader because we all need an extra clap to keep things moving.
And she’ll be the first to remind you to celebrate yourself, too.
If you're looking to outsource tasks such as admin, social media, calendar management, email management, and more, book a free consultation below.
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