Plan: Identify the communication goal and plan the message carefully. Consider the audience’s personality type and preferred communication style.

• Dominance (D): When planning a project update for a “D” personality, focus on delivering key outcomes and next steps quickly. For example, if you are informing them about a delay, plan a direct message like: “The project is delayed by two days due to supplier issues. Here’s the revised timeline.”
• Influence (I): For an “I” personality, include engaging elements in your message. Plan to highlight the positives and foster enthusiasm. For instance: “We’ve had a minor setback, but here’s a revised plan that includes some exciting new opportunities for team collaboration!”
• Steadiness (S): When communicating with an “S” personality, ensure your message is clear and reassuring. Plan to offer a step-by-step explanation. For example: “There’s been a delay, but here’s how we’ll manage it together. I’ve prepared a detailed plan to guide us through this.”
• Conscientiousness (C): For a “C” personality, prepare a detailed and precise message. Include all necessary data and potential impacts. Example: “The project delay is due to a supplier issue. Here’s a detailed report on the new timeline and its impact on our deliverables.”

Do: Deliver the message clearly and concisely. Use active listening and nonverbal cues to ensure understanding.

• Dominance (D): Present the message succinctly and stick to the facts. Example: “Here’s the updated schedule. We need to adjust our goals accordingly.” Watch for signs of impatience or a need for more detail and address them promptly.
• Influence (I): Deliver the message with enthusiasm and positivity. Example: “We’ve hit a minor bump, but this is a great chance for us to innovate! Let’s brainstorm how we can turn this around.” Use positive body language and maintain an engaging tone.
• Steadiness (S): Communicate calmly and supportively. Example: “I want to reassure you that the delay is manageable. Let’s review the new plan together to make sure we’re all comfortable with the changes.” Use open body language and a steady, reassuring voice.
• Conscientiousness (C): Provide the message with thoroughness and accuracy. Example: “Here’s a detailed report on the delay and revised project plan. Please review the attached documents for complete information.” Ensure your nonverbal cues match the precision and seriousness of your message.

Check: Seek feedback to confirm the message was received as intended. Clarify any misunderstandings.

• Dominance (D): Ask directly if the message was clear and if there are any immediate concerns. Example: “Does this revised plan meet your expectations? Any immediate issues we need to address?”
• Influence (I): Encourage open feedback and be receptive to their reactions. Example: “What do you think about the new plan? I’d love to hear your ideas on how we can make it even better.”
• Steadiness (S): Check for understanding in a supportive manner. Example: “Do you feel comfortable with the revised plan? Is there anything you’d like to discuss further?”
• Conscientiousness (C): Request detailed feedback and confirm understanding. Example: “Please review the revised plan and let me know if there are any details that need further clarification.”

Act: Reflect on the communication process and make adjustments as needed for future interactions.

• Dominance (D): If feedback indicates that your message was too brief, adjust future communications to include necessary details while remaining concise.
• Influence (I): If feedback shows they felt the message lacked enthusiasm, incorporate more positive and engaging elements in future communications.
• Steadiness (S): If they felt uncertain or anxious, ensure future communications are even more reassuring and provide additional support.
• Conscientiousness (C): If feedback reveals that the details were overwhelming, aim to simplify your message while still providing the necessary accuracy in future communications.

By applying these examples to each step of the PDCA cycle, you can improve communication effectiveness and foster better relationships with your colleagues.