Non-Verbal Communication: What Your Body Language Is Saying in the Workplace

We spend a lot of time carefully choosing our words, drafting the perfect email, or rehearsing a presentation—but what we say is only part of the message. Non-verbal communication is a crucial aspect of how we interact. Our body language, facial expressions, and tone of voice often convey as much, if not more, than the words we speak.

The Silent Language of Leadership

Strong leaders understand that non-verbal cues play a crucial role in how their messages are received. A confident posture can command respect, while crossed arms can signal defensiveness. A simple nod can encourage engagement, while avoiding eye contact can make someone feel unheard. Whether you’re managing a team, pitching to a client, or negotiating a deal, how you carry yourself can significantly impact the outcome.

And yet, even the best leaders can fall victim to an unintentional facial expression. “Control your face!” is something I regularly hear colleagues remind each other—partly in fear that their camera might accidentally be on during a meeting, and partly because, even with cameras off, our facial expressions can be “heard.” There’s a reason why telemarketers are trained to smile on the phone—the energy behind the smile carries through in their voice.

Key Aspects of Non-Verbal Communication in the Workplace

1. Posture & Presence – Standing tall with shoulders back exudes confidence, while slouching can make you appear disengaged or unprepared.
2. Eye Contact – Holding eye contact shows attentiveness and sincerity, but too much can feel intimidating. Balance is key.
3. Gestures & Hand Movements – Open gestures convey warmth and honesty, while fidgeting or keeping hands hidden can suggest nervousness or dishonesty.
4. Facial Expressions – A relaxed face conveys approachability, while furrowed brows or pursed lips can unintentionally signal disapproval.
5. Tone & Pace of Speech – A steady, controlled voice suggests confidence, while speaking too quickly can indicate anxiety or uncertainty.

Reading the Room: Understanding Others’ Non-Verbal Cues

Being aware of your own body language is important, but being able to read others’ cues can be a game-changer in the workplace.

• Noticing when a colleague leans back with arms crossed? They might be disengaged or resisting an idea.
• A client nodding and mirroring your gestures? They’re likely aligned with your thinking.
• A team member avoiding eye contact and fidgeting? They may be uncomfortable or hesitant to speak up.

By paying attention to these subtle signals, you can adjust your approach in real time, ensuring that your message resonates and that you foster stronger workplace relationships.

Cultural Differences in Non-Verbal Communication

Non-verbal cues don’t always translate across cultures. In some countries, maintaining direct eye contact is a sign of confidence, while in others, it can be perceived as confrontational. Gestures that seem harmless in one culture can carry entirely different meanings elsewhere. For example, the thumbs-up gesture is positive in many Western countries but considered offensive in parts of the Middle East. In Vietnam, a smile can mean many different things beyond friendliness—it can indicate discomfort, embarrassment, or an attempt to defuse tension. Silence, too, is often a sign of respect rather than agreement, which can sometimes cause confusion in negotiations or team discussions.

I learned this early on, when we had only just started Shutta. During a meeting with my Vietnamese team, I enthusiastically pitched an idea, only to be met with polite smiles and nods. Thinking I had their full support, I pushed forward—until a week later, I realized that those smiles masked hesitation and unspoken concerns. Meanwhile, my more direct feedback was interpreted as far harsher than I had intended, as my direct, Dutch approach to critique clashed with a culture that values indirect and harmonious communication. It was a lesson in adjusting expectations and reading beyond the surface—because sometimes, what isn’t said is just as important as what is.

The Everyday Impact of Non-Verbal Communication

Non-verbal communication extends far beyond the workplace—it’s a key part of our daily interactions, shaping how we connect with others in every aspect of life. Whether you’re negotiating the price of a car, calming a nervous child, or trying to make a good impression on a first date, body language plays a powerful role in how your message is received.

In social settings, reading and responding to non-verbal cues can be just as important as what is actually said. A friend suddenly crossing their arms and leaning away mid-conversation might indicate discomfort or disagreement. A nervous smile at a dinner party could be an attempt to mask anxiety. And have you ever been on a date where you could just tell the other person wasn’t interested—long before they actually said anything? That’s non-verbal communication at work.

Even something as simple as standing in line at a coffee shop can demonstrate the power of body language. If someone steps too close, invades your personal space, or avoids eye contact when it’s their turn to order, these small actions influence our subconscious impressions of people. Understanding these cues can help us navigate social situations more effectively, whether by adjusting our own behavior or interpreting others’ intentions more accurately.

How to Improve Your Non-Verbal Communication

1. Practice Self-Awareness – Pay attention to your own habits and identify areas where your body language may be sending unintended signals.
2. Mirror Positively – Subtly mirroring another person’s posture or gestures can help build rapport and connection.
3. Slow Down & Breathe – Taking a moment to pause before speaking can help you project confidence and clarity.
4. Use Open Body Language – Keep your posture open, arms relaxed, and stance engaged to appear approachable and receptive.
5. Record & Review – Watching recordings of yourself in meetings or presentations can help pinpoint areas for improvement.

Mastering the Unspoken

Mastering non-verbal communication can make a significant difference in how you’re perceived at work and beyond. Whether you’re leading a team, negotiating with clients, or simply trying to build stronger relationships, being mindful of your body language can enhance your effectiveness. The next time you catch yourself reacting to something, ask yourself—what is my body saying that my words are not?