Photo by Yaroslav Shuraev
Your verbal communication skills describe much more than what you're saying.
Have you ever disagreed with a colleague, where you just could not get on the same page? Have you ever been explaining something, but your use of words was just not getting through?
Have you ever communicated something to team members only to have them seemingly hear an entirely different set of instructions?
If you want to master the art of interpersonal communication at work, this article is for you.
With strong verbal communication, you can reduce misunderstandings and learn how to communicate effectively with your coworkers. Good communication is a central pillar of any successful workplace, and it's crucial to a long and successful career.
In this article, we're exploring how to make your spoken words count.
What Is Verbal Communication?
Verbal communication is oral communication comprised of words. While written communication can sometimes be classified as verbal communication (written communication also relies on words), this article is focused on verbal, spoken communication—especially in the workplace.
What Is Non-Verbal Communication?
Non-verbal communication describes how one conveys information without using words. This includes using facial expressions, hand gestures, or tones of voice to accentuate a certain point.
Perhaps surprisingly, non-verbal cues make a huge impact. In fact, studies suggest that up to 80 percent of what we communicate involves our non-verbal communication. Suddenly, it seems pretty important to uncross your arms and keep friendly eye contact!
Pay attention to the nonverbal cues you might be giving (more info on how to do this in tip #2!), and make sure that any unintended facial gestures or body language aren't compromising the message you intend to convey.
Types of Non-Verbal Communication
- Eye contact
- Gestures
- Body language
- Posture
- Personal space (i.e., proxemics)
- Paralinguistics (i.e., tone of voice, loudness, inflection, and pitch)
How to Improve Your Verbal Communication Skills
1. Listen: Think Before Speaking
No type of public communication works without listening. You can have the most engaging-seeming rapport, the most confident posture, and the best speaking voice out there. None of these communication tools matter if you aren't prepared to also engage in active listening.
Tune out the background noise of your own intentions, goals, or ideas. When effectively communicating at work, it's crucial to listen with empathy and understanding.
2. Enunciate and Take Your Time
If you're reading this article, we're assuming that verbal communication is a skill you're interested in developing further.
Oral communication is difficult for many people in the workplace, and something as simple as sharing what you did over the weekend in a weekly All Hands meeting can feel extremely nerve-wracking.
Our number top tip when taking on any sort of verbal communication or public speaking is this: Nobody besides you knows exactly how nervous you might be. You don't need to rush through what you're saying in order to get it over with. Take your time and space. Choose your words carefully. Use a confident tone of voice. Real and effective verbal communication only happens when your voice is heard.
Practice your verbal communication at home in the mirror. If you're coming up on an important networking event, consider filming yourself. Watch and share the video to get feedback. Verbal skills can be absolutely terrifying to even think about mastering, but it's all in practice.
3. Do Not Punctuate With Apologies
Retire the phrase, "if not, no worries."
Weak language can undermine any confidence or assertiveness you have commanded so far. Don't make the mistake of nervously negating anything you've said by punctuating with weak phrases like, "if that makes sense," or "if not, it's totally fine."
Even if it's a complete act (the old "fake it until you make it"), maintain your clarity of speech by cutting out weak language from your vocabulary—for good.
4. Never Assume
Have you ever watched a movie where the main character didn't ask *that one question* that would have clarified everything?
When communicating verbally, never assume that everything you're saying is being understood. When explaining something, consider using similar relatable examples to illustrate your point further.
In meetings, you may also enhance your verbal communication by using the perfect accompaniment: visual communication. Slide decks, graphs, or even drawn examples can be the perfect complement to verbal communication in the workplace.
Use visual communication to create an entry point for visual learners, too!
5. Use Inclusive Language
Word choice matters.
Whenever using written or verbal communication at work, it's a given to keep things inclusive and respectful. The workplace is not the place for off-color jokes (more on humor later) or so-called locker room talk.
Use inclusive language, especially when speaking with people you've just met. Be cognizant of folks that may have different backgrounds and abilities. When using verbal communication, it's also important to remember that some non-verbal cues you receive from others may be due to an underlying condition.
6. Hold Space for Clarification
If details are unclear, don't rely on assumptions. Create space for clarification—whether it's providing time to ask and answer questions, clarifying small details, or taking time to summarize what you've just said.
Many of the biggest workplace blunders happen because communication failed at some level. Whether you are giving or receiving information or instructions, always ensure there is time and space to provide clarity.
If you feel like a colleague or coworker is rushing through their communication, give them verbal permission to slow down and expand what they're saying. You can try saying something like,
"That idea sounds great, but I think I need a few more details to really understand it. Can you tell me a little more?"
7. In Dialogue, Wait to Speak
There's nothing more frustrating than a room full of people trying to speak over one another. In the workplace, there can be a ton of ego wrapped up in a single weekly meeting.
Try your best to avoid interrupting others. When it's "your turn" to speak, don't feel pressured to squeeze your ideas or opinions into a quick few sentences. Take your time to communicate what you really want to say.
When encountering someone who is a repeat interrupter, let them know that you haven't finished speaking. Try something like,
"If everybody could please hold off their input until I am finished expressing my idea, I have time to answer any questions once I am done explaining."
8. Use Mirroring
Mirroring is a great technique to use in verbal communication.
Mirroring, also known as reflection, is a verbal and non-verbal sign of connection that can be a powerful communication tool that helps express empathy and engagement. Mirroring requires that you repeat elements of what someone has said to you. This shows the other person that you are listening and understanding the words they're saying.
Mirroring is a great tool when trying to collaborate at work. It's almost like the improv "Yes, and," rule. Mirroring allows you to repeat what a coworker may have shared and build upon it.
For example:
"I love the ideas you just shared about marketing. I especially think that your idea to create a new Instagram account is inspired. I think we can take it a step further and do this across all of our channels to retain a brand voice."
9. Try Humor When Appropriate
If you have a good dad joke marinating in your repertoire and it's work-appropriate, try it out. Using humor can be a good way to create levity in different types of group meetings or work interactions. If humor is part of how you interact with your friends and family, try introducing part of that personality at work.
Laughter is a great way to keep your listeners engaged and interested in your conversation.
10. Temper Your Emotions
Especially when embarking on more uncomfortable verbal communication, it's important to keep your emotions in check—as much as possible. This does not mean that you are expected to endure a hostile work environment or a bad boss.
However, keeping effective communication lines open, especially when speaking about challenging matters, may require you to set your defensiveness and emotions aside in favor of clear and concise language.
If you're preparing to have a difficult conversation with your boss, for example, prepare what you want to say beforehand. Keep your facial expressions and body language calm while you explain yourself.
When conversations become unexpectedly strained, take your time to form composed lines of reasoning. In the event that you cannot harness your emotions, you may always excuse yourself so that you pick up this matter after a long walk or a deep think.
11. BONUS TIP! CYA
We love a good paper trail for a good reason, especially in the workplace. When miscommunications arise, and it's your word against your boss's word, well, you can guess how it's going to go.
When relying on verbal communication at work, make sure to cover your behind whenever possible. That "quick chat" you had with your boss down the hallway or on Zoom? Write a follow-up email to confirm the details of what you discussed, especially if it pertains to important details regarding a big project or task.
This doesn't mean you need to create a digital trail for every interaction. However, if it feels important enough, it always helps to create an email or a string of messages to make sure you received information accurately and that you're proceeding correctly.
