Assertive communication is important for successful business relationships, whether they’re with your co-workers, your clients or executives in your company. What we don’t say can be just as important as what we do say. For example, we try to extend firm handshakes and smile when greeting important people in our business lives. A firm handshake is generally recognized as a sign of someone who is sure of himself and therefore someone we may be more likely to trust.
However, effective nonverbal communication goes further than that first handshake. Here are five ways to improve nonverbal communication, especially during meetings or presentations.
[Read: 7 Behavioral Tweaks to Boost Your Reputation at Work.]
1. Eye contact. Making eye contact with others is another way to show conviction when you speak. Staring at the floor while giving a presentation to potential clients won’t inspire much confidence. If you are telling them why they should pick your company to manage their assets but don’t make effective eye contact, even if you have prepared an amazing PowerPoint, it’s likely that they won’t be convinced. For your next group presentation or meeting, try to make contact with individuals in your audience. Don’t just look at the group you are addressing as a whole. Try focusing on someone and speaking a few sentences directly to that person, and then move on to someone else, gradually making your way through the whole group. But avoid looking at someone for too long, as it could make him or her feel uncomfortable. If you are nervous or shy, practice making eye contact with others. Try looking directly at others when asking or answering questions in casual environments. This will help make eye contact with others feel more natural.
2. Tone. Your tone of voice can give away how you are feeling. For example, sighing heavily after someone asks a question can make others think that you are irritated. Speaking in a monotone can make others think that you are not interested in the subject you are talking about. A stern tone can come across as angry. It’s important to vary the sound of your voice while giving a presentation or directing a meeting. For example, if you are trying to convey to your employees the importance of implementing a new policy, say that phrase more slowly and deliberately to get your point across, and perhaps even a little louder. While you don’t want to shout, adjusting your volume and pace will help your audience understand what points are important to you without having to say, “This is important” before every point you want to emphasize. To practice, try reading a news article out loud. Try to emphasize the main points of the article when you read by adjusting the tone of your voice. Practice with a friend if needed.
3. Posture. Your posture also says a lot about how you are feeling. For example, folding your arms subconsciously makes others think you are closing yourself off, slouching gives the impression you are disinterested in the information, tapping your feet implies impatience. Whether you are directing the meeting or just attending, pay attention to your body posture. Stand or sit up straight and avoid crossing your arms too much. If you want or need to imply a sense of humility in order to make your employees feel less intimidated by you, sit down with them during the meeting. Consider sitting in the middle of the table rather than at the head.
[Read: 13 Types of Meeting Attendees You Don’t Want to Be.]
4. Gestures. Gestures can also add weight to what you are saying. The opposite is also true. Not using gestures can indicate a lack of interest or preparation in what you are talking about or make you seem robotic and therefore less engaging to listen to. Generally speaking, when you feel passionate about something, you will naturally gesture. You can gesture to help describe something or to emphasize a point. Pay attention to when you gesture in natural conversation and make an extra effort to make gestures when directing a meeting. However, be careful not to over-prepare your gestures, they should feel and look natural. Avoid pointing at your audience, as it will make them feel uncomfortable. And don’t gesture too much, as it can be distracting, making everyone focus on those rather than what you are saying.
5. Appearance. Your appearance, in several areas, also communicates a message. When giving a presentation or directing a meeting, all eyes will be on you, so it’s extra important to make sure you convey a sense of professionalism. Make sure that the computer, iPad and other tools you’ll use are clean and in a good state. Double-check that your backgrounds and screensavers on your computer are work-appropriate and professional. Don’t have your screensaver set to scroll through personal images and when you pause to handle a conversation during your presentation, your photos from your last beach trip appear.
[Read: Don’t Blow It With Your Office’s Casual Dress Code .]
While standards vary depending on your industry, make sure your clothing is pressed and “neutral.” You want to make sure that attendees will pay attention to the information you present, not get distracted by what you are wearing. However, this doesn’t mean that you can’t let your personality show through. Wearing something small and not distracting to demonstrate that, such as a special tie, a scarf or jewelry, is acceptable. Just keep it to a minimum. Finally, ensure that not just your clothes are professional but your hair looks clean cut and put together as well.
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5 Tips to Improve Nonverbal Communication at Meetings originally appeared on usnews.com
