Effective Communication in Business: Mastering Verbal and Non-Verbal Skills
Types of Communication: Keep It Short and Simple
Verbal Communication
Verbal communication refers to the form of communication in which a message is transmitted verbally. It is the first step in an international transaction. Make sure that the other party understands what you are trying to say. The difference between verbal and non-verbal communication is that we can control the former.
Oral communication is when spoken words are used. It is further divided into face-to-face or others (radio, telephone). Oral communication is influenced by tone, volume, speed, and clarity.
Advantages:
- Quick feedback.
- By reading facial expressions, we are able to see if someone is trustworthy.
Disadvantages:
- No time to think deeply.
- We can feel intimidated by the other party.
Written Communication
Written communication is when written signs or symbols are used. It is influenced by vocabulary, grammar, style, and clarity.
- Internal written communication: Notes, reports.
- External written communication: Email, letters.
Advantages:
- Plenty of time to revise the message before it is sent.
- Allows the receiver to fully understand the content as well as send appropriate feedback.
Disadvantages:
- Does not bring instant feedback.
- Takes more time to compose the message, and it troubles some people with writing skills.
Formal Communication
Some situations require the proper tone and words, especially when talking to people who are in higher work positions.
Informal Communication
People usually use this when they have a good relationship and they know each other for a long period of time. Informal communication does not follow authority lines, and it helps in building relationships.
Internal Communication
It takes place inside the company; this means, among the members of the different departments.
- Vertical:
- Downward: From the top to the bottom.
- Upward: From the bottom to the top.
- Horizontal: This sort of communication takes place between members of the same level position (co-workers).
External Communication
It takes place outside the company, usually when trying to reach companies around the world and make business with them.
- Entry communication: It is born outside the company and spreads inside.
- Exit communication: It is born inside the company and spreads outside.
Non-Verbal Communication
Non-verbal communication is the sending or receiving of wordless messages. It is all about the body language of the speaker. There has to be a match between verbal and non-verbal communication. It helps the receiver interpret the message, reflecting the situation more accurately.
3 Elements of Non-Verbal Communication
Appearance: People usually trust what they see with their own eyes, so in order to give the proper message, we have to take care of the details.
Body language: Refers to various forms of non-verbal communication, wherein a person may reveal clues as to some unspoken intention or feeling through their physical behavior. It is a powerful tool to help you emphasize the important points in your speech.
Gestures: A movement of a part of the body (usually hands or head) in order to express a meaning.
Posture: Sit down properly. Do not lay in the chair. Keep your hands on the table.
Smile: The warmth of your smile will not only warm the other party to you but will transfer into your voice. Smiling will make you appear self-assured and in control.
Eye contact: Make everyone feel you are speaking to them. Not having direct contact is considered frowned upon unless there is any reason. Eye contact is further divided into social look, intimate look, and look of power.
- Social look: When the look in your eyes is pointing under the eyes of the other party, a social atmosphere is created.
- Intimate look: This look takes place between the eyes and the chest in short distances and between the eyes and the legs in long distances.
- Look of power: We create a threatening atmosphere, and the other party notices that you are being serious.
Being Expressive
Being expressive means showing what someone thinks or feels. You have to take into account that the other party will look at you when you are speaking, so let both your face and your body help impart your message.
Hand Movements
The purpose of our hands is to use them properly. They must be open, and we have to use them to express ourselves.
Mirroring
Mirroring is the behavior in which one person subconsciously imitates the gesture, speech pattern, or attitude of another. Mirroring often occurs in social situations.
Bad Habits
The human brain is a complicated tool sometimes. Before we actually know someone, our brain relies on snap judgments to try to categorize, anticipating how we should react.
Examples:
- Leaning back too much.
- Leaning forward.
- Breaking eye contact too soon.
- Nodding too much.
- Pointing with your hands.
- Fidgeting.
- Staring.
Sounds
Based on the tonality and other aspects of our voice, we can influence the way somebody takes on board the information we are telling them.
Tonality
The meaning of any communication is more about the tonality than the actual words. This is why sometimes, the same words can be taken as a joke or a serious statement. Tonality is also important in keeping people interested.
Speed of Talking
It is important to understand that speed is something to take into account when talking, especially on specific topics. In business meetings, try to adjust your speed.