In my 12 years as a leader, passive communicators in the workplace are often challenging to manage, especially since they appear uncooperative and unconcerned. Their teammates may also find them difficult to interact with since they make it seem as if they are not interested in contributing significantly to the team. Passive communication has its pros and cons, and it is up to you as a leader how you can effectively manage such behavior.
Behaviors of passive communicators include always keeping to themselves, rarely voicing out opinions on various issues. They’re also indecisive since they aren’t keen on taking a stand, so they often agree with what others say. They remain stoic, bent on not revealing too much of their emotions.
This article will look into the different indicators that can help you spot passive communication in the workplace. We will talk about the possible reasons behind the behavior they display and how you can offer them support as their leader. We will also tackle some common misconceptions about passive communicators and how you can navigate your way through these, so if you’re eager to know more, let’s begin!
1. Keeps to Themselves
Passive communicators don’t like calling attention to themselves, so they typically stay quiet, preferably unseen and unheard. They rarely voice out their thoughts and opinions on even the most pressing issues, so it’s pretty challenging to gauge their level of enthusiasm, acceptance, or aversion to new ideas or changes in the workplace.
Here are some common signs that you might be dealing with a passive communicator:
- Talks in a soft voice. They usually speak softly, almost hesitant about being heard. They dislike speaking up when in a group and, if they must, prefer voicing out their thoughts only during one-on-one discussions.
- Avoids eye contact. Since they don’t like being put in the spotlight, they are uncomfortable about being looked at and listened to. They avert their gaze when speaking and seem eager to get away from hogging the momentary attention as quickly as they can.
- Usually fidgets. They might constantly tap their feet on the floor, drum their fingers on the table, or twirl their hair through their fingers while talking. These are signs that they’re uneasy about speaking up.
Did you know that language has a bigger impact on business than most managers realize?
Potential Misconceptions
An employee who prefers being quiet and distant may not always necessarily be a passive communicator. Some are just plain shy, while others may be harboring insecurities. Some may be battling with social anxieties.
As a leader, the key is to get down to the bottom of these types of behavior they’re displaying so you can correctly identify their communication style. Quiet, socially-awkward employees usually respond better during one-on-one conversations, and this is probably the only way you’ll get to hear their take on various issues. Private discussions are also great opportunities for you to coax them out of their shells if they’re indeed just shy.
It’s also worth noting that passive communication has some surprising benefits.
2. Shows Indecisiveness
Passive communicators prefer not to take a stand on various issues. They shy away from voicing out their opinions and prefer to just sit in the background and listen to everyone else’s views. They also have an inclination to simply agree with others even though these views completely clash with their own. As a result, the rest of their peers might start viewing them as pushovers who are uninterested and disengaged from the team.
Here are some signs to watch out for:
- Goes along with everyone and everything. Rather than sharing their ideas and opinions, they’d much rather go with the flow. Passive communicators seldom want to oppose anything or anyone, so you often hear them saying “Okay!”
- Has the tendency to always apologize. You might notice some employees frequently apologizing to you or their colleagues even though they didn’t do anything wrong and aren’t at all at fault.
- Likes using vague filler words. Rather than taking a firm stand on issues, passive communicators like using words like “maybe,” “kind of,” or “I could be wrong.”
Potential Misconceptions
Leading and managing a team requires you to be attuned to your team’s needs. When you notice an employee displaying these signs, avoid jumping to conclusions at once. They may not necessarily be a passive communicator — they might actually be showing signs of stress and anxiety.
People who feel overstretched and anxious sometimes have a penchant for believing they’re wrong or they’ve wronged another person. Hence, you might find them always uttering the words “I’m sorry” even for the most trivial matters. In cases like these, firm and constant guidance and support can help them shake those worries away so they can be more collaborative and offer significant contributions to the team.
If you are not intentionally building a psychologically safe workplace, you are leaving a lot of money (and employee engagement) on the table.
3. Exhibits Self-Deprecation
Some passive communicators are highly critical of themselves, always pointing out their faults and shortcomings. This type of behavior typically comes out when they’re tentatively put in the spotlight, such as when they’re assigned to spearhead certain projects or when they’re being applauded for a job well done.
Remember that passive communicators don’t like being the center of attention, so they sometimes turn to self-deprecation in an attempt to turn the spotlight away from them. Here are some more signs to look out for:
- Takes on a tongue-in-cheek stance. Some turn to humor while pointing out their faults, and can make the people around them feel confused. They always take a shot at casually ridiculing themselves to try to diffuse all the attention.
- Downplays their strengths. In another attempt to shy away from the spotlight, some passive communicators also attempt to undervalue their strong points. Rather than reveling in and being grateful for any compliments received, they quickly brush these away.
Potential Misconceptions
Some employees who exhibit this type of behavior may not actually be passive communicators — they could simply be feeling insecure. When leading and managing a team, you must be able to bring out the best in your team members and guide them to reach their full potential.
Try to get to know your employees on a more personal level, especially if you see a lot of untapped potential in them. Engage in one-on-one interactions where you allow them to share more of their thoughts and ideas to boost their confidence. Always ask open-ended questions so they can voice out their opinions rather than just turning to the ubiquitous “yes or no” responses.
4. Displays Stoicism
Passive communicators are typically unresponsive to even the most exciting news. They rarely show any kind of emotion, so most of the people around them have a hard time approaching them. When everyone else is excited about a new development at work, they keep to themselves and observe from a distance. At times when everyone else is on edge about an upcoming deadline, they stay in the background, seemingly uninterested and unaffected.
Here are some typical indicators that you’re dealing with an apathetic employee:
- Poker-faced. Passive communicators tend to keep an impassive, straight face at all times to mask their true feelings.
- Rarely asserts their views. They are often worried about upsetting their peers or about someone opposing their views, so they remain quiet and seemingly uncommitted and impartial on various issues. Some may even feel embarrassed about speaking up.
Potential Misconceptions
Sometimes, exhibiting stoicism even in the midst of the most exciting and inspiring occasions isn’t a sign of being a passive communicator, but an indication of harboring a lot of self-doubt and insecurities. They might be feigning indifference, but they are actually feeling embarrassed or shy.
As a leader, it is your responsibility to bring them out of their shell so they can achieve their full potential. By doing so, they can share more of their talents and skills for the development and success of the business. You can allot more responsibilities to boost their morale or designate them to more crucial roles within the team so they can exhibit more of their skills and establish rapport with their teammates.
5. Displays Fatalism
Some passive communicators believe that most matters are predetermined, and thus the consequences are practically inevitable. This is why they tend to be compliant with practically everyone and everything around them. Their favorite responses include “There’s really nothing much we can do about this.”
This type of mindset may be frustrating to others, especially for employees that are particularly driven to excel. This is why they might often get passed over when choosing peers for certain projects or even when there are promotions to be considered. They earn the reputation of being pessimistic so their teammates may start avoiding working with them.
These are some of the typical signs exhibited by fatalistic passive communicators:
- Tends to show acquiescence. This is not particularly due to an eagerness to collaborate and get things done. Rather, it stems from resignation that things should just be accepted as they are.
- Never shows resistance. Passive communicators rarely show any resistance, even in the most taxing situations. They would much rather go about their tasks, no matter how stressful they can get, than speak up and air their side.
Potential Misconceptions
Exhibiting fatalism may have drawbacks and can quickly earn an unfavorable reputation for the employee involved. However, as a leader, take some time to fully assess the situation and determine whether or not the employee is truly a passive communicator or is actually an assertive communicator that is unmotivated and uninspired.
Sometimes, work can get too tedious or predictable, and some people respond by losing their drive to excel. If you suspect that this might be the case for a certain employee, you might want to enforce changes within your team to keep the spark alive.
Consider discussing these issues with the individual involved so you can get their insights. You might be surprised that they actually have a lot to say. Keep in mind there truly are some employees who dislike speaking up in large groups and prefer voicing out their thoughts during smaller dialogues.
6. Likes To Beat Around the Bush
Passive communicators are averse to letting themselves be heard and taking a firm stand on important issues. If they do share their opinions, they tend to beat around the bush and drop hints rather than going straight to the point. They don’t want to come off as opinionated and frank, so they like to stall and sit on the fence, especially when crucial matters are being discussed.
Here are some signs that you might be dealing with a passive communicator:
- Prefers neutral statements. They rarely give definitive replies. They opt for evasive, non-committal statements such as “perhaps,” “I’m not sure about that, “ or “It’s up to you.”
- Exhibits nonchalant behavior. These may be as simple as slouching during meetings, avoiding eye contact, or shrugging when asked for their opinions. They reflect a lack of commitment to their teammates, which may often earn them an unfavorable reputation.
Potential Misconceptions
Sometimes, employees who seem nonchalant, uncommitted, and unaffected about work are actually just poorly motivated. Perhaps they need picker-uppers or more challenging tasks to deal with. Maybe they need a change in their predictable routines at work, so moving them to a different team might work wonders.
Other times, nonchalance in the workplace may be an employee’s way to cope with overwhelming circumstances. This might be part of their defense mechanism, and while everyone is judging them for seemingly being unruffled and unperturbed, they might actually be battling with a lot of worries and issues deep inside.
Leading and managing a team is challenging enough as it is, but you also must push your employees beyond their comfort zones so they can improve and excel in their chosen field. Check-in on your employees periodically to have a clear idea of their current conditions and mindset, so that in case there are issues, you can swiftly address them.
7. Low Sense of Ownership
Since passive communicators do not like being at the center of attention, they don’t usually like taking responsibility for their actions, even when they’ve done an exceptionally commendable job. Other times, they are inclined to claim ownership, but their introversion and apprehensions get the better of them.
Here are some signs to help you identify a passive communicator in your team:
- Sometimes feels resentful. They might harbor negative feelings toward you or their teammates because they feel they aren’t being recognized for their hard work. This may also be due to how their needs aren’t being met.
- Avoids conflicts at all costs. Passive communicators don’t like being in the middle of disputes, so they tend to avoid confrontations and disagreements no matter what. You might notice them frequently giving in to their peers’ whims and demands, even if these already cause them inconveniences.
Potential Misconceptions
Avoid jumping too quickly to conclusions whenever you encounter employees who exhibit this type of behavior. Try coaxing them out of their shells to determine whether they’re actually passive communicators or are merely self-effacing and shy.
If so, you can help give their confidence levels a boost by engaging them in stimulating small group discussions where they’ll feel more at ease about speaking up. Consistently commend and reward them for a job well done until they get used to the idea of being in the spotlight once in a while. These could help motivate them to always strive for excellence in all their tasks.
