Which category of nonverbal communication includes pitch volume rate vocal quality and verbal fillers?

As the lyrics of an often covered ballad tells us, “You say it best when you say nothing at all.”

Ok, a cheesy romantic concept? Sure. But in the world of 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.

Nonverbal communication is a hard thing to talk about. You’ll find plenty of listicles offering tips and tricks to appear confident or make people comfortable. But even here, what they’re not saying is actually saying a lot.

The (Sort of) Science Behind Nonverbal Communication

Calling communication a science will draw scorn from some and furious agreement from others, but 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. This University of Texas article provides some context for that figure:

The 90% figure wasn’t plucked out of thin air. It was Albert Mehrabian, a researcher of body language, who first broke down the components of a face-to-face conversation. He found that communication is 55% nonverbal, 38% vocal, and 7% words only. This is where the idea that the vast majority of communication is nonverbal originated, but does this really mean that less than 10% of information is conveyed in spoken words?

It turns out that the above formula was developed with a specific purpose in mind: comparing facial and vocal components to decipher a person’s attitude. According to Mehrabian, “When there are inconsistencies between attitudes communicated verbally and posturally, the postural component should dominate in determining the total attitude that is inferred.” Is 90% of communication nonverbal? No, information is conveyed verbally, but in a face-to-face conversation, body language and facial expressions can have an incredible impact on how information is interpreted.

In “The Definitive Book of Body Language,” Allan and Barbara Pease analyzed thousands of recorded sales negotiations from the 1970s and 1980s and found that body language accounted for the majority of the impact made negotiating.

There have certainly, as this excerpt indicates, been arguments about these figures. Some will argue about sample size, which is difficult to explain to anyone who doesn’t work in a largely qualitative field like communication research. The other argument that is frequently brought up is that the distinctions offered in terms of communication “types” is flawed. This, again, represents a misunderstanding of scholarly communication research – and that is where our journey begins.

Breaking Down Facets of Nonverbal Communication

When we discuss nonverbal communication from a scholarly perspective, we are making a distinction between word choices and phrasing (which is a topic for another day) and the context in and means by which those words are conveyed. 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 of communication that can influence our perception of words. Not all of the defined categories out there are relevant in most professional settings, but let’s break down what each of the most important ones mean.

Vocalics

Sometimes referred to as paralanguage, this category of nonverbal communication is tied to vocal facets outside of deliberate word choice, including pitch, volume, rate, vocal quality, and verbal fillers. Think about it this way: 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 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, (assuming a non-COVID environment) how is someone sitting at the end of a long table and apart from a group or a person perceived? If it’s 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 stand-offish.

Even when in close proximity, the use of space can change how a message is received. If someone does not seem to respect personal space, it cause discomfort that changes how receptive someone is to speakers (shoutout to Elaine and close-talkers). Leaning back in your chair and away from the speaker could express disinterest, while leaning in could demonstrate engagement. If you’re walking as you speak, are you wandering or are your steps used to convey a transition of thought? The list goes on.

Kinesics

Arguably part and parcel to proxemics, this involves the study of arm, hand, body, and facial movements. Sometimes grouped into this category are gestures and eye contact, though some will evaluate such movements separate 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? Are rolling our eyes? Are we smiling or furrowing our brow? These might seem like mundane questions, but the answers contextualize words and infer meaning. Telling someone you love an idea while maintaining eye contact and smile 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, while a person in a fringed vest and a bandana might not be welcomed in a financial institution boardroom. It’s the other element that requires a bit of discussion, partly because it can influence the manifestation of other nonverbal communication component and partly because it’s often out of our control: 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, furniture choices, color use, lighting, and even smell (more on that in a minute) can send certain messages and give you a natural ability to alter things like volume, use of space, and the visibility of some of your proxemics. But if you’re the one visiting that space, you may have to alter your nonverbal communication tactics to deliberately to 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, which allows it to be deployed either strategically or detrimentally. For instance, a real estate agent will readily tell you that tactics like baking cookies prior to showing a house can both convey a sense of home and cause the buyer to better remember the experience. On the other hand, burning a pungent incense in a small space may cause people to have negative associations with you in the moment and later on.

But olfactics are not just tied to settings, and this is where things can get touchy. Body odor, for instance, can thoroughly compromise receptiveness to not only a message but a person. It can also lead to some very uncomfortable conversations with colleagues. 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 extreme negative reaction and potential professional consequences. Forget how it will impact your message. Just. Don’t. Do It.

How to Use Nonverbal Communication Well Professionally

That was a lot, but it’s relevant. If we were to even 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 of the ways nonverbal communication dynamics can be used to both send and perceive professional messaging.

Interviewing

The easiest place you can understand why nonverbal communication matters is in both interviewing and interviewing for a new position. As an example interviewers may perceive fast-talking, fidgeting, or low volume as a sign 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 some person or group at some point in their career. Practice makes perfect, of course, 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 right 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, being aware of such dynamics and adjusting the presentation of your message accordingly 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.

And while olfactics may not figure into this equation, personal appearance definitely can. You do not want to be that guy who ends up showing the team he is not wearing pants. Is all of this fair? Probably not. The pandemic has taken a toll on all of us – especially professionals with families. Though there’s much to be said about maintaining professional standards in your home workspace (especially for mental health), we’re all going to have rough days. Fortunately, a lot of this can be solved by using voice only during your meetings, should that be allowed. But remember: just because they can’t see your face doesn’t mean they won’t be able to tell if you fell asleep instead of listening.

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 own approach to professional nonverbal communication, it’s important to consider two key factors.

The first issue to consider is cultural communication differentiation. This is especially crucial for professionals who often deal with individuals who hail from other countries. There is a mountain of literature available on this topic. Many grow frustrated because that literature feels like it’s dealing in stereotypes.

For example, one common idea is that Eastern cultures believe boisterous communication styles are abrasive and rude, preferring a measured and deferential presentation of a message. On the other hand, Western cultures see it as confident and personable, eschewing Eastern standards. Could that be a fair characterization in some cases? Sure. However, a third-generation young professional of Japanese descent might communicate very differently, as could an American who was raised in a household that taught them to avoid conflict through deference, especially to their elders. It all depends.

Does that mean we don’t take culture into consideration in our professional communication? Of course not. A basic understanding of general cultural differences can’t hurt. Over-adapting to those differences may backfire though 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.

That brings us to the second key element tied to nonverbal communication context: KNOW. YOUR. AUDIENCE.

This is true for the verbal part of professional communication, as well, 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 is probably going to be different than the one you use when asking for a raise.

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

[Editors’ Note: To learn more about this and related topics, you may want to attend the following on-demand webinars (which you can listen to at your leisure and each includes a comprehensive customer PowerPoint about the topic):

• The Effective Director
• Cannabis Law 2020
• HR, Talent Management, & Employment Law Bootcamp

You’ll find additional good reading in these articles:

• How to Dress Professionally with Style (Without Breaking the Bank)
• Beauty Bias Can Blemish or Boost Your Career]

©2022. DailyDACTM, LLC d/b/a/ Financial PoiseTM. This article is subject to the disclaimers found here.

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