How to “Personality Proof” Communication at Work

Consider this: you're in a creative brainstorming session with your team. One member is leading the discussion with their rapid-fire ideas, talking a mile a minute and barely allowing others to get a word in. Another appears to be quietly listening, but you can see they’re getting frustrated by the impractical ideas and lack of clarity. A third is waiting for the right moment to share their thoughts but is uncomfortable jumping into the fast-paced back-and-forth.

As any leader knows, it can be tricky to navigate different workplace personalities. Specific interventions are needed to ensure everyone achieves their potential while avoiding conflict when they collide. Many strategies revolve around role clarifications; the art of ensuring everyone understands where they contribute best and how their strengths fit into the bigger picture. Communication habits are often lost in the mix as something that “just happens.” In reality, good communication is the thread holding teams, decisions and outcomes together – if you can’t communicate effectively, even the best systems can unravel under the pressure of misunderstandings. 

“Personality proofing” refers to establishing healthy communication habits that don't favor one communication style over another. It creates space for the brainstormer, the quiet observer and every other personality type to coexist and collaborate, without talking past each other.  

Communication is an Organization’s Weak Point 

Communication is the weak point in many organizations. A 2024 report by Grammarly and The Harris Poll found that poor communication costs businesses up to $1.2 trillion annually, with nearly three in four business leaders stating their teams struggled with communication. Another major 2024 survey, this time from Staffbase, revealed that 61% of employees considering a job change cited poor internal communication as a key factor. 

Almost all employees and executives point to weak communication as a main culprit in workplace failures. The other is a lack of collaboration which, frankly, is often just another symptom of poor communication. When people don’t know how or when to connect, even the best intentions get lost in the noise.

On a practical level, communication failures can be tricky to spot. There are many subtle but significant ways we can misinterpret, overlook or clash in everyday exchanges. Team members may find workarounds when communication isn’t clear, and conflict may brew for some time before the real source of frustration surfaces — usually after a project derails, or biting feedback finally bubbles up in an unexpected way.

Personality frameworks like Myers-Briggs help us see how these breakdowns occur. The popular personality system highlights how the 16 types differ in how they give and receive information, making it a useful tool for anticipating where conversations might flow smoothly — or fall apart — depending on the mix of personalities in the room. For example, picture these common scenarios: 

• The loudest voice in the room gets the most attention. Some personality types, notably Introverts, need time to process their ideas and may struggle to keep up when discussions move quickly. Meanwhile, their Extraverted colleagues are processing their thoughts out loud, not realizing they are overwhelming or shutting out quieter team members who benefit from reflection time.

• Someone gets offended. Direct and blunt communicators sometimes unintentionally offend colleagues who prefer a more personal or diplomatic approach. For instance, a Thinker-Judger type might say, “Let’s quickly fix the mistakes in your report before the meeting.” They intend to be efficient, but a Feeling type who makes decisions based on emotions and values could take that as a personal criticism. 
• A colleague keeps asking for more information. Analytical, detail-focused types need all the facts before they’ll make a decision. They can overwhelm big-picture thinkers with exhaustive information requests, and cause frustration by pointing out “the 10 reasons why that strategy won’t work.” On the flip side, Intuitive or action-oriented types might jump ahead before all the details are gathered. “Can we just move forward? We’ll figure out the rest on the way,” can sound reckless to someone who wants to talk through the details.

How to Personality-Proof Workplace Communication 

Start with small shifts like these to create communication that actually works for everyone:

1. Learn your own communication styles 

Have your team take a personality test like Truity’s TypeFinder® for the Workplace. This will reveal each person’s communication preferences, habits and blind spots. Ask everyone to read their report and reflect on instances in which their natural communication style contributed to tense or unproductive situations. What patterns do they notice? What could they do differently next time to improve clarity or build trust?

2. Let go of preconceived ideas

Being talkative and outspoken is often mistaken for capability. Berkeley's Haas School of Business found that people with more ‘dominant’ behavior are usually perceived as more competent, even if their skills don't match up. This is problematic for your quieter voices who may excel at their work but get passed over for recognition and leadership opportunities simply because they aren’t as vocal. Remind your team that every communication style — whether commanding, reflective or somewhere in between — is equally valuable and deserves recognition.

3. Tailor your message to others’ communication styles

Observe how your team members operate. Do they get annoyed by small talk? You’ll communicate more effectively by skipping the chit-chat and getting straight into deep conversation. Do they use a quiet and gentle voice? Soften your language and be patient as you listen to them. Do they need time to think about a proposal? Circle back to them later, or send your ideas in writing so they can process and reply thoughtfully. If someone is visibly uncomfortable with critical feedback, reframe it gently or focus on positives first. Adjusting communication for the recipient makes sure your message lands the way you intend.

4. Use multiple communication channels 

Relying on a single communication channel in the workplace can be restrictive, as some team members may not feel they can fully express themselves through your preferred method. For example, ENTPs and ESFPs are energized by idea-swapping, instant feedback and group participation, and may prefer platforms like Slack. In contrast, your structured ISTJs and ISFJs may prefer asynchronous, written channels such as email or project management boards, where they have time to reflect and organize their thoughts before responding. Ask your team members what communication channels they prefer and ensure they've got options.

5. Encourage different voices during meetings 

At the start of team meetings, remind everyone that you want to hear from everyone and value all perspectives. Structured turn-taking gives everyone a chance to speak, and you can use follow-up prompts to encourage quieter voices to express their opinions. Asking something like, "What are your thoughts on what was just shared?" can be a valuable way to solicit ideas, as it lets them build on what someone else has said without feeling put on the spot. 

6. Make time for one-on-one check ins 

Set up regular one-to-one meetings with employees, whether they’re in the office or working remotely. These check-ins don’t need a rigid agenda. Use the time to touch base and give people a private space to raise concerns or share ideas, including about how the team communicates.

Check-ins are an easy way to lead by example and make communication a two-way street. A study published in Public Relations Review found that when leaders encourage two-way communication with their team, employees are more likely to open up, share their opinions, seek feedback and work creatively. The result is a happier, more innovative team that succeeds.