Stop Fighting Your Team’s Brain Types, Start Using Them

Why understanding how people think is the fastest path to better teamwork

Have you ever wondered why some colleagues seem to think best in meetings whilst others go quiet, only to send brilliant follow-up emails hours later? Or why certain team members appear to change their minds mid-conversation? The secret lies in understanding how people process information. And, once you crack this code, collaboration becomes a lot easier.

After years of coaching leaders, I’ve identified three distinct processing styles that explain most workplace communication dynamics:

1. The Talk-It-Outers use conversation as their thinking tool. They literally discover what they think by speaking it aloud, often starting sentences without knowing how they’ll end. And, I admit, this is me.

2. The Think-Then-Talkers prefer to process internally first, arriving at meetings with well formed thoughts and clear positions.

3. The Talk-Then-Processors share initial reactions quickly but continue refining their thinking afterward, sometimes shifting perspectives as new information settles.

None of these styles is better than the other, they’re simply different cognitive approaches. Working with a team of mixed processing styles can be confusing and, at times, if you’re not aware, can be irritating. But once you learn to identify these styles and work with them, the results can be quite incredible.

So here are my five tips for building high performing, style aware teams. 

1. Create space for every style in meetings - Structure your meetings to accommodate all three processing types. Start with open discussion time for Talk-It-Outers to explore ideas verbally. Include strategic pauses or breakout moments for Think-Then-Talkers to formulate their thoughts. End meetings with clear next steps and follow up windows for Talk-Then-Processors to share evolved thinking.
   
   Top tip - Try the 10-2-10 meeting format. 10 minutes of open discussion, 2 minutes of silent reflection, then 10 more minutes of refined conversation.

2. Distinguish between thinking and deciding - This is crucial for Talk-It-Outers, who often get interrupted or judged when they’re simply using speech to think. Create explicit thinking time versus decision time in your interactions. When a Talk-It-Outer is exploring ideas aloud, resist the urge to challenge every point or take every point they are making as direction. They’re not advocating positions yet, they’re discovering them.
   
   Top tip - Use phrases like “Let me think through this out loud” (I have taken to saying this so that I am not misunderstood in a meeting and to give myself permission to think and not have to have all the answers on the spot).

3. Build in processing buffers - Recognise that not everyone’s best thinking happens in real-time. For important decisions, send key information in advance so Think-Then-Talkers can prepare. After significant discussions, allow time for Talk-Then-Processors to share additional insights before finalising plans.
   
   Top Tip - End important conversations with “Take some time to process this—let’s reconnect tomorrow to see if any new thoughts have emerged.”

4. Match communication channels to processing styles - Talk-It-Outers thrive in verbal environments—phone calls, video meetings, or in-person conversations. Think-Then-Talkers often prefer written communication or structured presentations where they can organise thoughts beforehand. Talk-Then-Processors benefit from hybrid approaches, initial verbal discussion followed by written follow-up opportunities.
   
   Top Tip - When planning important conversations, ask “Would you prefer to discuss this live or would you like to see the key points in advance?”

5. Reframe changing your mind as a strength - Talk-Then-Processors often worry they appear indecisive when they evolve their thinking after conversations. Help your team understand that this isn’t weakness, it’s thorough processing. Similarly, Talk-It-Outers aren’t being disorganised when they think aloud, they’re being transparent about their cognitive process.
   
   Top Tip - Celebrate moments when team members share evolved thinking: “I appreciate you taking time to refine your thoughts on this.”

The Bottom Line

High performing teams aren’t filled with people who all think the same way, they’re filled with people who understand and leverage their differences. When you recognise that your colleague isn’t being difficult, they’re just processing differently, everything changes.

Start by identifying your own processing style, then observe your teammates. You’ll quickly notice patterns in how they communicate and contribute. Most importantly, create team norms that honour all three styles rather than defaulting to the preferences of whoever speaks loudest or fastest.

The result? Richer discussions, better decisions, and a team culture where everyone’s cognitive strengths get fully utilised. Because the best ideas often emerge not from groupthink, but from the creative tension between different ways of processing the world.