Verbal communication skills: how to make a difference with interactions

You may often come across the words “excellent written and verbal communication skills” in a job description. Recruiters often consider communication skills as the most important soft skill. 

Employers recognize the power of effective verbal communication for building connections and trust, developing positive relationships, and establishing productive working environments. Whether you’re just starting out in your career or a seasoned professional, the ability to communicate effectively is vital for your success in the workplace.

So, how can you master verbal communication skills and make a positive impact with your interactions? In this article we explore:

• What are verbal communication skills?

• Verbal communication skills in the workplace

• How to improve verbal communication skills

What are verbal communication skills?

Verbal communication skills can be defined as how you convey a message through spoken or written words. Effective verbal communication is all about choosing the right words to get your point across. It’s also about listening and processing information to ensure a full understanding of a verbal exchange and a positive interaction. 

Not sure if your communication skills are up to par? The good news is that you can improve your verbal communication skills, which will enhance both your personal and professional life.

Verbal communication skills in the workplace

Great verbal communication skills are valuable for most jobs. Here are some examples of when good verbal communication skills are vital in the workplace:

Interviews

Hiring managers will be on the lookout for candidates who are able to demonstrate top-notch verbal communication skills. Even if you’re more than qualified for the job, if you don’t communicate effectively during the interview, the hiring manager is likely to pass you over for a candidate who displays stronger verbal communication skills.

One-to-one interactions

Client meetings, performance reviews, and private meetings with co-workers are all workplace situations that will involve one-to-one interactions. Communication in these situations works best when both parties are comfortable with each other and take turns to speak and listen.

Group interactions

Whether you’re part of a project team, attending the weekly staff meeting, or participating in a team-building event, effective verbal communication is vital for team success. Giving verbal instructions, listening to suggestions, and making sure everyone is on the same page helps reduce misunderstandings and frustration.

Written communications 

Creating compelling written communications broadly follows the same pattern as spoken verbal communications in terms of being organized, clear, and concise. In the same way as verbal communication, this will ensure your ideas, information, and instructions are effective. 

How to improve your verbal communication skills

Here are some tips to help you address those workplace situations and excel in your verbal communications:

1. Be prepared

Organize your thoughts before communicating. This may not always be possible, but if time permits, a little preparation can help you avoid saying the wrong thing, stumbling over your words, or causing any misunderstandings in your written communications.

Write out the key points you want to get across and think about how your audience is likely to receive this information. If you’re a visual person, create a mind map that links all of your individual ideas to the core message.

2. Be clear and concise

Winston Churchill is one of the most quoted leaders of the 20th Century and is renowned for giving people hope and strength during an extremely dark period of history. Phrases such as, “Attitude is a little thing that makes a big difference,” resonated with his audience as they were clear, concise, and to the point. 

Churchill recognized that delivering a short, clear, and powerful message was far more impactful  than a long and winding tale. Keep your verbal communications relevant, eliminate any overly-complicated words, and explain how to do things in a clear and concise way.    

3. Practice active listening

Active listening is the foundation of a successful conversation. Simply hearing words a person speaks is one thing, but understanding the meaning and intent behind them ensures the conversation flows and everyone feels heard and valued.

Being present in the conversation and giving your full attention to the speaker is key, so put your cell phone on silent and minimize any other distractions. It’s also important to keep an open mind, avoid passing judgment, and take time to absorb the information you are being given.

4. Ask questions

Asking questions not only helps you to clarify any points you don’t fully understand, but also contributes to starting, continuing, and developing productive conversations. There are two types of questions in verbal communications:

• Open questions. Invite the respondent to express a point of view, rather than a simple “yes” or “no” answer. This can lead to a more productive and fruitful conversation. For example:

“How do you think we could improve on this process?”

“Can you tell me a bit more about that?”

“Do you have suggestions on how we can close the deal with the client?”

• Closed questions. Questions where a simple “yes” or “no” will suffice. While these questions minimize information sharing, they can be useful for quick communication:

“Are you a goal-oriented person?”

“Do you own a car?    

5. Reflect and clarify

Reflection and clarification are top-flight verbal communication skills. Reflecting is communicating your understanding of what someone has said, and clarifying is ensuring you understand the core message so you can relay it effectively. 

Practice paraphrasing by processing the information you are receiving, pulling out the key facts, and communicating the information to the other person.

If you’re looking to put your new verbal communication skills to the test, check out Career.io’s interview preparation tool to be interview-ready for your next career move.

Key takeaways

1. Effective verbal communication is a major skill to have in the workplace. The ability to convey a compelling message, either verbally or in writing, is a talent all employers value. 

2. Honing your verbal communications will ensure positive interactions in the workplace, whether that’s in an interview, in group situations, or in written business communications.

3. Organizing your thoughts, communicating clearly and concisely, and asking questions are all key ways to improve your verbal communication capabilities.

4. Active listening, reflection, and clarification will help you understand the meaning and intent of the core message.