Nonverbal Communication: How to Communicate Without Speaking

You walk into a conference room, coffee in hand, mentally queueing the next deadline. You nod at a teammate but don’t say much. An hour later, you learn they assumed you were upset with them.

You weren’t. You were just tired.

In the workplace, it’s not only what we say, or how we say it. It’s what we signal. Even when we’re not trying to communicate, our posture, facial expressions, eye contact, gestures, tone, and use of space are doing it for us. Alongside the communication channels we rely on such as email, chat, and video, these nonverbal cues quietly shape how our messages land. 

This guide translates nonverbal communication into practical tactics for work: how to project credibility in meetings, reduce misreads in hybrid settings, and show leadership presence in interviews, presentations, and cross-functional conversations. Understanding these signals helps you land the message you intend, especially when the stakes are high.

Everything we do communicates. Speaking, of course, is the most obvious way to get a message across. But even without speaking, we can send countless messages. Rolling our eyes means we are annoyed. Yawning means we are tired. And sometimes, whether we mean for someone to see these actions or not, they do, and the message is received. Let's look at the definition of nonverbal communication. 

Nonverbal communication definition: Nonverbal communication is the transfer of information through gestures, facial expressions, posture, eye contact, and tone rather than spoken words. It complements or replaces verbal messages and plays a crucial role in expressing emotions and attitudes in personal and professional interactions.

Nonverbal communication happens everywhere, but there are certain settings where paying extra attention to our nonverbal messages, and those of others, is more important. There are also 3 more types of communication that you can learn about in order to become a communication expert.

How does nonverbal communication affect business? 

In the workplace, how you carry yourself matters just as much as what you say. From interviews to board meetings, nonverbal cues subtly shape perceptions of your competence, attitude, and confidence.

Whether you're a C-level executive or an entry-level hire, your appearance, posture, eye contact, and tone of voice all influence how others interpret your professionalism. A disengaged look or crossed arms during a meeting can undermine your words, even if your intentions are good.

Being aware of your nonverbal communication can help you:

• Project confidence and credibility
• Build trust with colleagues and clients
• Avoid mixed signals or unintentional negativity

Nonverbal cues don’t just color conversations; they can determine outcomes. Here’s how they show up in key areas:

• Leadership: A calm tone and steady eye contact during tough feedback can inspire trust and de-escalate tension.
• Interviewing: Your handshake, posture, and appearance often decide first impressions before you answer a single question.
• Team collaboration: Open gestures, nodding, and making eye contact signal active listening and create psychological safety for sharing ideas.

Consciously managing these cues helps you project credibility, empathy, and confidence across all workplace interactions.

What are the 7 types of nonverbal communication?

Nonverbal communication isn’t just one thing; it’s a layered system of signals we send and receive constantly. These cues fall into seven core categories, each playing a unique role in how we express emotion, intention, and presence.

Understanding these types can help you communicate more effectively, avoid unintentional mixed messages, and interpret others more accurately, especially in professional settings where perception shapes outcomes.

1. Facial expressions: Your first and fastest impression

Your face is a powerful messenger. In just a split second, a raised eyebrow, smile, or eye-roll can communicate more than an entire sentence. Facial expressions are often unconscious and universally understood across cultures, rooted in six basic human emotions:

• Happiness
• Sadness
• Anger
• Disgust
• Surprise
• Fear

Example:
You’re moments away from logging off after a long week when your manager asks you to attend a last-minute client dinner. You instinctively frown, your face drops before you can respond. Even if your words say "sure," the message received might be “I'm annoyed.” Replacing that reaction with a smile, even a tired one, can help preserve trust and show that you're dependable under pressure.

Pro tip: Try "pre-rehearsing" your reaction for common workplace scenarios. A prepared face can save you from a reactive one.

2. Body language: How you hold yourself speaks volumes

Body language includes posture, gestures, head movements, and how you physically occupy space. It signals engagement, confidence, openness, or the lack of it.

Good posture exudes energy and alertness. Slouching, leaning away, or constantly shifting may suggest disinterest or discomfort. Your gestures also matter, some amplify your message, others distract from it.

Example:
Entering a meeting room with shoulders back and head high communicates readiness before you even speak. In contrast, dragging your feet or fidgeting with your hands while presenting may unintentionally signal insecurity.

Watch for:

• Nail-biting (anxiety)
• Arm-crossing (defensiveness)
• Foot-tapping (impatience)

3. Eye contact: The fastest way to build trust

Eye contact builds connection and signals confidence. It shows you're present, engaged, and interested in what’s being said. Too little eye contact can come off as evasive; too much can feel confrontational.

Example:
Responding to your manager with “I’ll take care of it” while maintaining steady eye contact reinforces reliability. But saying the exact same words while staring at your screen or the floor? That could read as hesitation or disinterest.

Tip: If you’re uncomfortable maintaining eye contact, try focusing between someone’s eyebrows or lightly nodding while they speak. This keeps you visually engaged without staring.

4. Appearance: Dressing the part sends a silent message

Your physical appearance, clothing, grooming, and accessories contribute to first impressions and ongoing credibility. While standards vary by workplace, dressing in a way that’s clean, thoughtful, and appropriate to the environment shows respect for the people around you.

Example:
At a startup, smart-casual may be the norm. At a law firm, it’s likely suits and polish. Either way, showing up disheveled or unkempt can subtly communicate disorganization or lack of interest, even if your performance says otherwise.

Quick win: A fresh haircut, lint-free shirt, and neat shoes often communicate more than your opening line.

5. Proxemics: The unspoken language of space

Proxemics refers to the distance you maintain during interactions. Standing too close can feel invasive; standing too far might suggest detachment. The “right” distance depends on context, culture, and familiarity.

Example:
During a one-on-one meeting with your manager, sitting too far across the room might feel overly formal or cold. But stepping in too close to a colleague in a hallway chat may feel intrusive.

Cultural note: In the U.S., moderate personal space is standard. In Japan, more distance is customary, while in some Latin cultures, closer interactions are the norm.

6. Paralanguage: Not what you say, how you say it

Paralanguage refers to the vocal qualities that shape how your message is interpreted—tone, pitch, pace, volume, and pauses. These vocal signals add emotion and nuance to your words.

Example:
Say “I’m excited to lead this project.”

• With an upbeat tone and steady pace, you sound genuinely motivated.
• With a flat tone and rushed delivery, you might come off as sarcastic or uninterested, even if you meant well.

Tip: Try recording yourself during practice presentations. Pay attention not just to what you say, but how you say it.

7. Haptics and chronemics: Touch and timing matter more than you think

Haptics involves physical touch, like handshakes or a pat on the back. Used appropriately, it builds connection. Overused or misused, it can feel intrusive.

Chronemics is how you use time, whether you’re punctual, how long you speak, and how quickly you respond. These choices influence how others perceive your professionalism and respect.

Example:

• A firm, brief handshake = confident and respectful.
• Showing up 10 minutes early for a presentation = prepared and reliable.
• Interrupting repeatedly or dominating a conversation = impatient or inconsiderate.

Bottom line: Your respect for others’ time is nonverbal communication, too.

How to improve your nonverbal communication skills

Improving your nonverbal communication isn’t about faking it, it’s about increasing your awareness, practicing intentional habits, and aligning your cues with your message. Just like public speaking or time management, it’s a skill you can sharpen over time.

Here’s a more detailed action plan to help you level up:

1. Check your posture before every interaction

Whether you’re walking into a meeting, logging onto Zoom, or waiting for an interview to begin, take a moment to reset.

Shoulders back. Chin up. Uncrossed arms. Open stance.
This simple adjustment instantly makes you appear more engaged and confident.

2. Practice eye contact 

Direct eye contact builds trust, but it doesn’t mean staring. Try:

• Looking between someone’s eyebrows for steady gaze
• Using brief nods while listening to show presence
• Matching eye contact to the tone of the conversation

Start with lower-stakes situations (small talk, internal meetings) and build from there.

3. Record and review your communication

Video yourself giving a mock presentation or answering a common interview question. When you play it back:

• Is your tone flat, rushed, or too loud?
• Do your gestures support your message or distract?
• Is your posture helping or hurting your presence?

This kind of feedback loop reveals what others see and hear and what you don’t.

4. Ask for outside perspective

Sometimes we’re blind to our own habits. Ask a trusted colleague:

“What’s something I do in meetings that might send the wrong message?”
Whether it’s a fidgeting habit or tone mismatch, outside eyes help fill in the gaps.

5. Adapt to your environment and audience 

Nonverbal communication is contextual. What works in a sales pitch might feel off in a 1:1 check-in. Pay attention to:

• Company culture (formal vs. relaxed)
• Audience mood (tense vs. collaborative)
• Communication norms (remote vs. in-person)

Watch how others carry themselves and mirror the cues that align with your goals.

Frequently asked questions (FAQs) about nonverbal communication

Have more questions? Find the answers below. 

Q1. Why is nonverbal communication important in business?

Nonverbal communication affects how others perceive your confidence, credibility, emotional intelligence, and intent. In leadership, interviews, and teamwork, your body language, tone, and eye contact can build trust, or create misunderstandings. Professionals who master nonverbal cues are often better at influencing, negotiating, and collaborating.

Q2. How can you improve your nonverbal communication skills?

To improve your nonverbal cues:

• Practice good posture and facial awareness
• Maintain appropriate eye contact
• Record and review yourself in presentations
• Get feedback from peers or mentors
• Adapt based on context and culture

Like any skill, it improves with self-awareness, reflection, and practice.

Q3. What are examples of negative nonverbal communication?

Examples include, avoiding eye contact since it can signal dishonesty or disinterest, crossed arms as it may suggest defensiveness or resistance, fidgeting or slouching which is often seen as nervous or disengaged, monotone voice that can appear bored or detached, and poor grooming or attire that may signal lack of professionalism. These cues can undermine your message, even if your words are positive.

Q4. How do cultural differences impact nonverbal cues?

Cultural norms shape how nonverbal signals are interpreted. For example:

• Eye contact is respectful in some parts of the world but can be seen as confrontational in others.
• Touching a colleague’s arm may be friendly in certain cultures but inappropriate in others.
• Gestures like the “OK” sign are harmless in some countries but offensive in others.

Understanding cultural context is crucial for global business interactions.

Q5. Is body language more important than words?

In emotionally charged situations, body language can carry more weight than words. According to researcher Albert Mehrabian, when verbal and nonverbal signals conflict, nonverbal cues dominate interpretation. While this doesn’t mean body language always matters more, it often acts as the deciding factor in how your message is received.

Q6. How do nonverbal cues impact communication?

Nonverbal cues impact communication by providing emotional context and reinforcing, or contradicting spoken words. A warm tone and open posture can strengthen a positive message, while mismatched cues (e.g., saying "I'm excited" with a flat voice) can confuse or undermine it. Effective communication depends on alignment between verbal and nonverbal signals.

Q7. What is the difference between verbal and nonverbal communication?

Verbal communication involves spoken or written words to convey meaning. Nonverbal communication, on the other hand, uses unspoken signals—like facial expressions, gestures, tone, posture, and eye contact. While verbal communication is direct and conscious, nonverbal cues are often subconscious and add emotional depth, nuance, or clarity to the message.

Take action

Nonverbal communication is rarely done consciously. Our bodies tend to respond to messages or our own feelings before our mouths do. Take an extra minute to evaluate the messages you are sending, with or without words.

If you aren’t so worried about your actions, but more concerned about your words, check out some verbal communication tips to bring it all together.

This article was originally published in 2019. It has been updated with new information.