Verbal Communication Examples in the Workplace (With Tips)
By Indeed Editorial Team
Published 13 September 2021
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
Regardless of your job and the industry in which you work, you require excellent verbal communication. Developing, improving and showcasing your verbal abilities can help you advance your career and remain competitive when searching for new jobs. You can use different verbal communication examples in your day-to-day life and perform tasks like having discussions with clients, giving presentations and talking with colleagues. In this article, we define what verbal communication is, provide some examples, list ways to improve verbal communication and explore some tips for using this communication in the workplace.
Related: 4 Types of Communication (With Tips)
What is verbal communication?
Verbal communication refers to the use of words to convey a message. You can either speak or write these words. Employers prefer candidates with excellent verbal communication because such candidates can use the right words and language to convey information. To become an effective verbal communicator, it takes more than simply talking or speaking. It encompasses how you deliver a message and how well you receive messages from others when they speak.
Verbal communication examples
Here are two verbal communication examples to gain mastery over for a rewarding career:
1. Effective speaking
Effective speaking is about how effectively you can deliver the intended message to your audience. The three key elements of effective speaking are:
While words may vary depending on the situation, topic and audience, choosing the right words is essential to convey the right message. For example, your word choice would be different when speaking to a group of friends, and it may be different when speaking to your manager or business stakeholders. Often, you make a word choice based on the level of understanding of your audience. For instance, there is no point in using technical terminologies when delivering a presentation to a non-technical audience. So, using the right words is essential to become an effective communicator.
The way you deliver a message can significantly affect the message you are trying to convey. For example, an introvert or a shy person may speak quietly and often cannot deliver the intended message. A confident person has clarity in their speech and commands over the language, ensuring their audience understands the message they are trying to convey. So, it is important to be aware of the pace and tone of your voice when communicating with others.
Non-verbal communication plays a crucial role in effective speaking because the cues you send through your facial expressions, gestures and body postures significantly affect how your audience perceives or receives your message. For example, facial expressions can show whether you are anxious or tensed. To become an effective communicator, your non-verbal expressions have to reinforce the same meaning as your words.
2. Active listening
When communicating with another person, it can become easy to plan your response when you actively listen to the conversation. Active listening is important when taking part in a one-to-one conversation, giving presentations and attending a meeting. It helps you understand the message and prepare a response based on it. Use these ways to develop your active listening:
Keep distractions at a minimum. When listening to a speaker or other person, try to keep distractions to a minimum. If possible, move to a quieter place to focus on the conversation.
Maintain an open mind. When actively listening to a speaker, try to keep an open mind and avoid judging based on prejudice and stereotypes.
Focus on what the speaker is saying. Before jumping into any conversation, listen to what the speaker is saying, formulate your response based on it and reply only after the speaker finishes.
Avoid concentration on a particular aspect of the message. Instead, try to understand the entire message and grasp the major points of the message.
Examples of verbal communication in the workplace
Here are some common situations in your workplace where you may use your verbal communication:
Meetings: In meetings, verbal communication occurs when participants share ideas and discuss different topics.
Presentations and lectures: Using effective verbal communication, employees may give professional presentations and lectures to convey their expertise on a particular topic. An effective verbal communicator allows time for the audience to ask questions to ensure everyone understands the aim of the presentation.
Workshops: During workshops, employees use their verbal abilities to provide explicit instruction to workshop participants.
Greeting someone: Often, employees use their verbal skills to greet their supervisors, colleagues and everyone in their office.
Requesting help: Employees can verbally ask for help from their colleagues and team members.
Training employees: Managers and supervisors use this type of communication to welcome new employees to the office and train them. Using verbal communication, managers teach them about office protocols and help them understand the business operations.
Asking for time off: Often, employees use their verbal abilities to seek time off from their managers. They can either do it over the phone or by setting an in-person meeting.
How to improve your verbal communication
To become an effective verbal communicator, focus on improving your verbal skills using the following steps:
1. Focus on the message you are trying to deliver
Before going to a meeting or giving a presentation, decide what you want to convey through your communication. You can brainstorm ideas or write out a list of ideas and choose based on what you wish to share with others. Brainstorming beforehand ensures you never run out of ideas when communicating with others. Also, it ensures you stay focused on the topic. This can help you identify topics that require further clarifications or explanations for the listener to understand what you want to convey.
2. Know your audience
Recognising and knowing your audience is essential because it helps you prepare for a conversation. So, before delivering a presentation or having a one-to-one conversation, research your audience members and recollect your past interactions with them. For example, when giving a presentation to college students, your tone and mannerism would be different from giving a presentation to experienced professionals. Similarly, it may be appropriate to use an informal greeting for a colleague you know, but a new client or colleague may expect a more formal greeting and attitude.
3. Track your non-verbal communication
When delivering a message or conversing with others, be mindful of the non-verbal cues that you may portray. So, pay attention to your eye contact, facial expressions and body language. Staying aware of these non-verbal cues ensures that the verbal message you are trying to convey matches the message your actions or body language is trying to convey. For instance, when giving a presentation on a sensitive topic, you may consciously try not to smile to convey the message effectively.
4. Speak clearly
Speaking clearly during a conversation can help in delivering the intended message to the target audience. Before starting a conversation or presentation, regulate your breathing so that it remains steady while you talk. Based on your audience's topic and level of understanding, decide on how quickly or slowly you want to speak. One crucial aspect of speaking is adapting to the audience and environment to ensure your tone, mannerism and pace match the information you want to share.
5. Actively listen
Another important aspect of an excellent verbal communicator is knowing when to stop talking and listening to what the other person is saying. Active listening ensures that both sender and receiver are equally exchanging messages with each other. For example, during presentations, decide on the best moment to stop speaking and invite your audience to ask questions.
Tips for using verbal communication in the workplace
Here are a few tips for using verbal communication in your workplace:
Be observant: For delivering the intended message, non-verbal communication has an important role. So, be observant and aware of how you and your colleagues use your body language and facial expression to deliver a message.
Remain calm: During conflicts and disagreements at the workplace, avoid your communication to become emotional. Instead, focus on maintaining a calm body language to find a viable solution to a problem.
Empathise with others: When you empathise with others in your workplace, you can better understand their goals, ideas and thoughts. It results in effective communication.
Be clear: Effective communicators are those who can convey their message by using a minimum number of words. So, instead of exaggerating on a topic, get straight to the point. Consolidating your message into its core meaning can improve efficiency and help you understand your colleagues' or manager's message.
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