How Your Nonverbal Communication Can Help (or Hurt) You Professionally

Nonverbal communication is a difficult topic to discuss. As the lyrics of an often-covered ballad tell us, “You say it best when you say nothing at all.”

Ok, a cheesy romantic concept? Sure. But in professional interpersonal communication and public speaking, the statement should probably be, ‘You say a lot when you say nothing at all.’ And if we’re being frank, most of us say it poorly. Plenty of resources offer tips and tricks for appearing confident or making people comfortable, but they don’t tell the whole story.

The (Sort of) Science Behind Nonverbal Communication

Calling communication science will draw scorn from some and agreement from others. There has been extensive research on the importance of nonverbal communication and how it can be assessed. The most famous of these fueled the oft-cited figure that a whopping 90 percent of communication is nonverbal. Many attribute that percentage to the results of a study by psychologist Albert Mehhrabian in the 1960s and his book Silent Messages, published in 1981. Mehrabian’s study considered the relative importance of verbal and nonverbal messages in communication by studying how well people could judge another’s feelings by their words, tone of voice, and facial expressions.

The Mehrabian study concluded that facial expressions were most important in deciphering someone’s emotions (55%), followed by tone of voice (38%). Verbal expression, the actual words spoken, came in last at 7%.

There have certainly been arguments about these figures. Some will contest sample size, which is difficult to explain to anyone who doesn’t work in a largely qualitative field like communication research. The other argument is that the distinctions offered in terms of communication ‘types’ are flawed. This, again, represents a misunderstanding of scholarly communication research, and thus, where our journey begins.

The Facets of Nonverbal Communication

When we discuss nonverbal communication from a scholarly perspective, we distinguish between word choices and phrasing. In other words, it’s not about what you say, but how you say it.

To better distinguish the two, communication scholars identified different categories of nonverbal communication that can influence our perception of words. Not all of the categories defined are relevant in professional settings, but let’s break down what the most important ones mean.

Vocalics

Sometimes referred to as paralanguage, this category of nonverbal communication is tied to vocal tics outside of deliberate word choice, including pitch, volume, rate, vocal quality, and verbal fillers.

For example, you might interpret someone who says ‘like’ frequently or unnecessarily during conversation as being flighty or someone who says ‘um’ frequently as unprepared or lacking confidence.

Some of these interpretations could vary depending on the setting and even gender. For example, someone who speaks very loudly could be seen as confident, excited, angry, aggressive, or abrasive, depending on the intended audience.

Proxemics

This term refers to the influence of space and distance on how a message is perceived. For example, how is someone sitting at the end of a long table and apart from a group or a person perceived?

In an interview or one-on-one meeting, it might signal to the person with a lower power dynamic (such as the candidate or employee) that they are, in fact, in a lower position of power. In other cases, it could be seen as rude or standoffish.

If someone is in close proximity, it can be interpreted in several ways, including being seen as not respecting personal space. Additionally, leaning back in your chair and away from the speaker could express disinterest, while leaning in could demonstrate engagement.

Kinesics

Kinesics is arguably part and parcel of proxemics, which involves the study of arm, hand, body, and facial movements.

Gestures and eye contact are sometimes grouped into this category, though some will evaluate such movements separately from this group. Kinesics, however, might be better understood as the way we move when we speak.

Are our gestures deliberate or wild? Do we not use them at all? Are we fidgeting? Are we maintaining eye contact or avoiding it? The answers contextualize words and infer meaning. Telling someone you love an idea while maintaining eye contact and smiling is a statement that will be interpreted very differently if you’re rolling your eyes and scowling.

Personal Appearance and Artifacts

This is somewhat self-explanatory at the start. The way you physically present yourself will often, for better or worse, influence your perceived credibility, authority, preparedness, intentions, and more. Science literally says so.

A person wearing a power suit might not be well-received at a conference dedicated to holistic medicine. In contrast, a person in a fringed vest and a bandana might not be welcomed in a financial institution boardroom. This goes to another element: the dynamics of environment.

Sure, if you’re communicating with someone in a professional space that is under your control, like a personal office, factors such as messiness versus organization, personalized versus clinical presentation, and the scent of a place can send certain messages. But if you’re the one visiting that space, you may have to alter your nonverbal communication tactics to deliberately adapt to your surroundings and better convey your message.

Olfactics

This is something that ties into the discussion of artifacts: smell. Smell is often the sense most closely tied to memory, allowing it to be deployed strategically or detrimentally. For instance, a real estate agent will readily tell you that baking cookies can convey a sense of home and cause the buyer to remember the experience better. On the other hand, burning incense in a small space may cause people to negatively associate with you in the moment and later on.

But olfactics are not just tied to settings; this is where things can get touchy. Body odor, for instance, can thoroughly compromise receptiveness to not only a message but also a person. Even strong perfumes or colognes may have such an effect. If you’re in doubt on any of these fronts, it may be time to change your routine.

Haptics

This shouldn’t have to be a conversation in a professional setting, but this is what we communicate nonverbally through touch. You probably shouldn’t be kissing your colleague. Hugs can easily backfire and are never really necessary. But even things that feel innocuous, like touching someone’s arm, can cause an extremely adverse reaction and potential professional consequences. Forget how it will impact your message. Just. Don’t. Do It.

Communicating Professionally With and Without Words

That was a lot, but it’s relevant. If we were even to assume that half of message reception is tied to effective nonverbal communication, do you really want to flip a coin?

Here are just a few ways nonverbal communication dynamics can be used to send and perceive professional messaging.

Interviewing

The easiest way to understand why nonverbal communication matters is in interviewing and interviewing for a new position. For example, interviewers may perceive fast-talking, fidgeting, or low volume as signs of nervousness, deception, or inability to be assertive. Depending on the job being interviewed, some of that might not matter. However, paying attention to those signs can, in some cases, help determine suitability for a specific job mandate or working environment. For job seekers, understanding that means you can add nonverbal preparation to your checklist as you gear up for that big interview.

Public Speaking

Though often touted as most people’s greatest fear, the reality is that most professionals will have to give a presentation to an individual or group at some point in their career. Practice makes perfect, but part of that practice should be cultivating deliberate nonverbal cues. For instance, pacing in front of a group may exhibit agitation, while walking in specific directions at specific points can offer a visual understanding of argument flow. Standing may offer a visual power cue and improve audience focus. The proper posture and gestures can communicate authority and confidence. Whether you’re presenting quarterly results to your department, trying to motivate your team, or giving a keynote address at a conference, awareness of such dynamics can help you better get your point across.

Digital Communication

One of the many side effects of the pandemic has been the rise of video conferencing. This setting can sharpen the importance of nonverbal cues. Your facial features, especially, can send a message about whether or not you’re paying attention or how you feel about being said. Artifacts can play a role here, too. A pile of laundry or empty beer bottles might not be something you want in the shot during a professional meeting. While olfactics may not figure into this equation, personal appearance definitely can. You do not want to be that guy who shows the team he is not wearing pants. Using voice-only should solve this problem mostly, but remember: just because they can’t see your face doesn’t mean they won’t be able to tell if you fell asleep.

Context Matters in Nonverbal Communication

Is nonverbal communication important? Undoubtedly. You’ll be hard-pressed to find a professional who says otherwise, even if they’re not talking about it in terms of Kinesics or Proxemics. Still, as you consider your approach to professional nonverbal communication, it’s essential to consider two key factors.

Cultural Communication Differentiation

This first issue is especially crucial for professionals who work with individuals from other countries. There is a mountain of literature available on this topic, but many grow frustrated because it feels like it deals with stereotypes.

Cultural beliefs and communication styles vary by region, generation and context. It’s not possible to predict how someone might react based on the culture they were raised in or exposed to.

Does that mean we don’t consider culture in our professional communication? Of course not. A basic understanding of general cultural differences can’t hurt. Over-adapting to those differences may backfire, however, by insulting your intended audience through assumptions, so it is in your best interest to attempt to understand the cultural elements of a specific audience and demonstrate a willingness to adapt based on reactions.

Know Your Audience

This is true for the verbal part of professional communication, but nonverbal communication should be considered, too.

Let’s say you’re a fourth-grade teacher. The nonverbal communication you use with your students will likely differ from the way you communicate with your colleagues or administrators. Both are professional settings, but the volume, pace, and tone of your communication with a kid will probably be different than the one you use when asking for a raise.

The Last Word(s) About Nonverbal Communication

Acknowledge the importance of nonverbal communication. Make considerate choices about how you use it. Adapt to your audience. Thank us later.

[Editor’s Note: We think you’ll also like Welcome to the Team! Recruiting & Hiring, Including Restrictive Covenants and It’s So Hard To Say Goodbye: Minimizing Risk When Terminating Employees, each a free on-demand webinar.

This is an updated version of an article originally published on August 31, 2022 and updated May 14, 2024.]

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