Adapting Your Communication

  • Versatility is our ability to adjust our communication approach to suit the person and the situation.

  • It means making small, deliberate adjustments that help the other person understand, engage and contribute.

Select each communication clue to explore how you might adapt your communication.

  • Pace

  • Participation

  • Decision-making

  • Focus

  • Questions

Pace

How quickly do they prefer the conversation to move?

QUICK PACE

You might:

  • Get to the point sooner

  • Lead with key messages

  • Keep the conversation moving

MEASURED PACE

You might:

  • Slow the conversation down

  • Allow time to think

  • Create space for discussion or questions

You don't need to completely match their pace. Consider if adjusting your own pace could make the conversation easier.

Participation

How do they participate in conversations?

THINK OUT LOUD

If they readily share their views or think out loud, you might

You might:

  • Allow space for discussion

  • Acknowledge their ideas

  • Help focus the conversation when needed

THINK IT THROUGH

If they tend to listen first or take time before contributing, you might:

You might:

  • Ask questions

  • Invite their perspective

  • Allow time for them to respond

The aim is to create the conditions that help the other person contribute effectively.

Decision-making

How quickly do they prefer to make decisions?

QUICK PACE

If they prefer to make decisions quickly, you might:

You might:

  • Lead with a recommendation

  • Clearly explain the options

  • Identify the next steps

MEASURED PACE

If they prefer more time before deciding, you might:

You might:

  • Provide information or evidence

  • Allow time to consider options

  • Create opportunities for questions or input

Understanding decision-making preferences can help us present information in a way that supports engagement.

Focus

What do they naturally focus on?

  • Results and outcomes, lead with what needs to be achieved.

  • Ideas and possibilities, explore opportunities and options.

  • People and relationships, acknowledge the impact on others.

  • Facts and details, provide evidence and supporting information.

When we understand what matters most to someone, we can frame our message in a way that is more meaningful to them.

Questions

What are they asking about?

QUESTION TYPES

If they're asking:

  • What do we need to do next? Prioritise actions and next steps.

  • What else could we do? Discuss ideas and possibilities.

  • How will this affect the team? Acknowledge people impacts and concerns.

  • What evidence do we have? Provide facts, data and rationale.

The questions people ask can tell us a lot about what they need from the converation.

In summary

Remember

  • We don't need to change everything about the way we communicate.

  • Often, one or two small adjustments can make a significant difference.

  • Observe the clues. Consider what the person may need. Then choose how you adapt.

  • Let's put this into practice.