Nonverbal Communication at Work: Notice, Check, Then Respond
You are explaining a proposal to a client. They lean back, fold their arms and say very little.
Are they unconvinced? Concentrating? Feeling cold? Waiting for a chance to ask a question?
You have observed their behaviour. Its meaning is still uncertain.
Nonverbal communication at work involves noticing how people communicate through voice, movement, expression and space, while checking your interpretations. Here are three practical ways to approach it in meetings and client conversations.
1. Describe what you notice before explaining it
Compare these two statements:
“The client is defensive.”
“The client folded their arms and has spoken less during this part of the discussion.”
The second describes behaviour. The first assigns a psychological meaning that you have not confirmed.
A major review of facial-expression research challenges the assumption that a particular facial movement reliably reveals one specific emotion across people and situations. Context matters when interpreting what a face might communicate. Barrett et al., 2019
This does not mean expressions provide no information. It means that a furrowed brow cannot, by itself, tell you exactly what someone feels or why.
The same cautious approach is useful when noticing posture, silence or a change in speaking pace. Even several observations do not confirm a person's intentions.
2. Consider the context and invite clarification
Before drawing a conclusion, consider what else is happening.
Is the discussion moving quickly? Is the person using a second language? Have they had an opportunity to contribute? Are you comparing their behaviour with how they usually communicate, or with your own expectations?
Nonverbal communication research spans multiple channels and considers both individual and group differences, alongside questions about the accuracy of interpretations. A simple gesture dictionary cannot capture that complexity. Hall et al., 2019
In the client example, try:
“What questions or concerns would you like us to explore before we continue?”
In a team meeting:
“We have covered a lot quickly. What needs clarification, and what have we not considered?”
These questions make room for information without requiring someone to accept your interpretation of their feelings.
If a topic is sensitive, offer a private follow-up rather than singling someone out in front of the group.
3. Include your own signals in the picture
It is easy to focus on what other people are doing. You are also part of the interaction.
While inviting questions, notice your own delivery. Are you speaking quickly, looking at your screen or starting your next sentence before the person has finished?
Choose one small adjustment: put the screen aside, leave time for an answer or finish listening before responding.
You can also check the pace directly:
“Would it help to pause here and look at one example together?”
These are practical suggestions to explore, not guarantees that someone will feel comfortable or agree with you. The content of the discussion, working relationships and power differences matter too.
One observation, one question, one adjustment
For your next meeting, practise this sequence:
Describe one behaviour without assigning a motive.
Ask one relevant question that allows clarification.
Notice one aspect of your own delivery you could adjust.
The aim is to develop more careful observation and more responsive conversations over time.
Have an inspiring day ❣️
About the author
Ama Annika Grobecker is an emotion consultant and trainer based in Luxembourg. With over seven years of HR experience and a specialisation developed since 2018, she supports parents, leaders and teams in developing practical emotion regulation and nonverbal communication skills.
Sources
Barrett, L. F., Adolphs, R., Marsella, S., Martinez, A. M., & Pollak, S. D. (2019). Emotional expressions reconsidered: Challenges to inferring emotion from human facial movements. Psychological Science in the Public Interest, 20(1), 1–68. DOI: 10.1177/1529100619832930
Hall, J. A., Horgan, T. G., & Murphy, N. A. (2019). Nonverbal communication. Annual Review of Psychology, 70, 271–294. DOI: 10.1146/annurev-psych-010418-103145
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