Let’s imagine two scenarios first,
Scenario 1:
You are talking to your colleague in the lunch break and telling him about an interesting experience you had during a recent trip to your hometown, and that’s when you realize that he has glanced at this watch a couple of times while you were talking.
Scenario 2:
You want to update your manager on a certain health issue you are facing and are in the process of requesting leave for a few days, and that’s when he attends a not-so-important phone call from someone else.
Have you gone through similar situations? OR have you made people experience these situations while they were with you?
Both scenarios are examples of indirect ways of communicating things. Some other examples are –
- Waving to a friend
- A pat on the back
- Winking at someone
- Nodding the head
All these indirect ways of telling things are Non-Verbal Communication.
Non-verbal communication adds depth to the messages, conveys emotions better and complements spoken words.
It also reveals a lot about you as a person – the way you move, look, listen – during interacting with others, whether you’re being truthful or not, whether you care or not.
When your non-verbal signals are different from the words you speak, it leads to confusion, tension, and mistrust.
Working on your non-verbal cues, like body language or facial expressions – not only helps you in building rapport but also helps in resolving conflicts within the workplace.
The 7 non-verbal communication types that you must pay attention to while communicating are –
1. Facial Expressions
Facial expressions are the first things people see even before they hear what you have to say. Let’s say – if you are promoted to the next level in the office and you are elated. A colleague wishes you with a frown face.
What does that convey to you?
Our facial expressions have the power to make or break things. They must always convey the actual thoughts that are running through our minds.
Facial expressions are the first things people see even before they hear what you have to say. Let’s say – if you are promoted to the next level in the office and you are elated. A colleague wishes you with a frown face.
What does that convey to you?
Our facial expressions have the power to make or break things. They must always convey the actual thoughts that are running through our minds.
2. Gestures
Gestures, like waving at a colleague to say “Hello” or “Bye”, nodding your head to say yes or no, are some quick and easy ways to communicate.
And yet, some gestures such as a smile can be easily misinterpreted at the workplace.
If your co-worker has a headache, and he/she grimaces in pain and lowers her head while talking to you, you may think he or she disagrees with you.
If you are visibly upset because of some personal reasons, then your co-workers may interpret this in a negative way without knowing the reason.
When in doubt, it is always a good idea to probe further to avoid confusion which might even lead to workplace conflicts.
3. Voice Tone and Loudness
While tone refers to how your voice is heard and interpreted by others, loudness refers to the volume. And you must adjust both these while communicating to avoid being perceived negatively.
While it is acceptable to be noisy and loud in breakrooms, party halls or in a bathroom, that expectation changes while you are in a meeting room or at your work desk.
Speaking softly may be perceived as less confident and less perceived credibility while a loud voice may be seen as annoying, which may make the listeners disengage from the message itself.
How will you make people around you comfortable, without sounding like a robot?
- Don’t be too loud for the given situation.
- Don’t be too soft for the given situation.
- Vary your volume with the given situation.
4. Body Postures
Simple things like the way you walk, stand, or sit in a workplace says more about you than you think. A confident body posture exudes professionalism, and a poor body posture may do more harm than good.
But what are good body postures?
- Stand tall with an upright stance and avoid leaning on objects which show a casual attitude.
- Enter and exit rooms with a confident and focused walk.
- Keep an open posture while communicating with others – during sitting and standing positions. Open posture means not crossing arms and legs. Doing this indicates you are open to ideas and willing to engage with others.
Developing body postures takes practice and self-awareness. Adjust your posture to reflect the kind of confidence you want to project in the workplace.
5. Personal space
Personal space (also called Proxemics) is the distance between two individuals while speaking to each other. The appropriate distance depends on the kind of relationship between people – intimate, personal, social, and public.
All workplace settings are a social setting and because everyone shares a formal relationship with others, distance of 1.2m to 3.6m is generally maintained.
Except in certain circumstances, such as complimenting or handshaking a colleague, comforting a colleague in distress, one should not violate the “appropriate distance” that may lead to people feeling uncomfortable and defensive.
Four main categories of Proxemics are:
- Intimate distance (15cm – 45 cm)
- Personal distance (45cm – 1.2m)
- Social distance (1.2m – 3.6m)
- Public distance (3.6cm – 4.5cm)
6. Eye Gazing
The movement of our eye during a conversation is an important non-verbal cue that can influence workplace relationships.
For example – when you have steady eye contact with the interviewer, it is a hint for him that you are telling the truth and are trustworthy. If your eyes shift sideways or you’re unable to maintain eye contact during the interview, then it is perceived as being dishonest.
Sustained and respectful eye contact during conversations indicates that you’re confident, sincere, and open – leading to effective communication and relationship building.
Similarly, staring at someone for a long time will evoke discomfort for the other person.
Our eyes indicate a range of emotions such as hostility, interest, and attraction. And that’s why striking a right balance in eye gazing shows professionalism leading to improved interactions and a positive work environment.
7. Appearance and Grooming
Apart from celebrities, who do you think are the best dressed people on Earth? Of course, it’s the college-going crowd. From the best-fit clothing to neatly combed hair, they make that extra effort to present their individuality and get noticed.
But why does this enthusiasm to dress good and look good fades away when the same crowd joins the workforce?
Among all the non-verbal cues, changing the way you dress or groom yourself – in the workplace or other – is the easiest one.
What you must realize is that personal appearance also makes for first impressions about a person’s attitude. People are quick to judge you depending on the way you dress and the way you groom yourself.
Question yourself this:
- What kind of image do I want to portray of myself?
- What image of mine fits well with the organization I represent?
Always remember that:
- Your clothes should fit the body type you have. It should not be too tight or too loose. Smart casual or smart business clothing are the types you can opt for.
- Dress in a manner that aligns with your organization’s expectations while maintaining your individual style.
- Being well groomed means being hygienic, neatly kept hair, and maintaining clean fingernails – among many.
Groom and dress yourself in a way that not only boosts your self-confidence but helps colleagues and others to positively perceive you – in both social and professional settings.
QUICK TIPS that you can immediately implement
- Greet and respond to your colleagues with a smile – it helps in easing any tensions.
- Work on your voice tone – by recording yourself speak in different situations and analyze.
- Always wear clean clothes, trim and clean fingernails.
- It’s always seen as respectful to maintain a 3 feet distance when interacting with your colleagues.
- Staring at others is a big NO.
- Practice not crossing arms and legs during interactions by being aware of the situations.