At work, how you communicate often matters as much as what you communicate. Sometimes even more.
So minor slip-ups in your nonverbal cues can sabotage how others perceive you.
From subtle eye contact to your entire posture and presence, each signal shapes how your colleagues and clients see you. Your cues compound to amplify (or undermine) your trustworthiness and competence.
Let’s dive in and discover how you can strengthen your presence during 8 everyday scenarios at work – so you send the right message before you utter a single word.
1. Morning team WIPs
Morning team meetings set the tone for the day ahead. Strictly brief and focused on key updates, every moment counts.
When attention spans are limited, ensure your body language reinforces your clarity and confidence about your priorities.
Here’s how to send the right message:
- Stand or sit up straight: Maintain a strong posture to convey your readiness and focus. Don’t slouch or signal disinterest before the day’s even begun.
- Time your gaze shifts: Make brief but intentional eye contact when your colleagues start talking. This small courtesy will increase group cohesion and give each person reassurance they’re being heard.
- Be alert and attentive: When someone finishes speaking, nod slightly to acknowledge their contribution. Active listening cements respect and trust right from the start of the day.
2. Important presentations
When you present externally – and often, internally, too – your audience expects expertise.
Clients, stakeholders and colleagues are looking for signs that you’re confident in the value you’re offering.
So command the room with purposeful movements that demonstrate your mastery and control of the subject matter – with these body language strategies:
- Own your space: If you have the room, move closer to your audience during key points. Your presence will underscore important messages and invite heightened attention.
- Gesture with grace: Use your hands to highlight major takeaways. But avoid sudden shifts or fidgeting. Your audience may read this as nervous energy.
- Pause strategically: Beyond considered movements, weave in thoughtful pauses. Combine a short break with steady eye contact to make your messages more impactful and memorable.
3. One-on-one meetings with direct reports
When you meet with your direct reports, you need to strike the right balance between authority and approachability.
Your subordinates should feel comfortable opening up – while still recognising that you’re guiding and supporting them to perform at their best.
Here’s how your body language can help you do just that:
- Sit on even terms: Arrange the seating so neither of you towers over the other. Likewise, position yourself at a comfortable diagonal angle. (At times, sitting directly across from each other can feel too formal or forced.)
- Lean in slightly: Demonstrate active listening by leaning forward (not too close!) when they’re speaking. Keep your posture relaxed and engaged.
- Foster openness: Avoid folding your arms or placing physical barriers (like a laptop) between you. Open body language signals that you’re receptive to their input.
4. Online meetings
Remote video calls may limit how much of your body language is visible.
But when all participants are a foot or two away from your face, every facial expression and shift in posture can be even more pronounced.
So it’s just as vital to project confidence and connection even through a webcam. Consider these strategies:
- Adjust your camera position: Raise your device or adjust your chair so your eyes are aligned with the camera. This simulates natural eye contact and connection.
- Minimise your distractions: Limit fidgeting, phone-checking or switching to other tabs. Wandering eyes are easy to spot – even slight movements are magnified on screen.
- Keep a relaxed posture: Even on video, folded arms or hunched shoulders can indicate disinterest. When colleagues are presenting, lean back slightly to convey respect and cede the spotlight.
5. Conflict resolution discussions
When emotions are running high and heated, it’s critical you don’t come across as tense or defensive in your body language. So demonstrate neutral gestures to maintain calm and de-escalate tension.
Even if the content is uncomfortable, body language is your key to keeping the dialogue productive and professional. So be sure to:
- Use calm gestures: Keep your movements considered. Deliberate, slow nods show genuine understanding without rushing the conversation.
- Maintain a relaxed posture: Keep your shoulders down and avoid crossing your arms. A stiff stance can inadvertently signal aggression.
- Soften your tone: Pair calm body language with a measured tone. Your composed demeanour will focus the discussion on the issue – rather than escalate personal differences.
6. Monthly all-team meetings
All-hands meetings shape how everyone in your organisation views leadership, strategy and culture.
That’s why it’s critical you harness confident nonverbal communication to inspire and reassure your team. Here’s how:
- Adopt an upright stance: Stand tall with your shoulders back to signal your preparedness. Avoid leaning on desks or podiums, which can seem too casual.
- Connect with the crowd: Spread your arms wide to engage and involve the entire room. Move your gaze around different sections so everyone feels included.
- Mirror the energy: If you’re celebrating good news, show your enthusiasm to amplify audience engagement. Come prepared for the highs and the lows – and then align your body language accordingly.
7. Informal chats
Spontaneous office chats often shape our professional relationships and build our capacity to collaborate. How you approach these moments between meetings will set the tone for ongoing openness and respect.
Some body language tips to help:
- Start with a warm welcome: Even if you’re pressed for time, a quick smile or nod will signal warmth and openness. And tilt your head to express interest. Your micro-validations will steadily build rapport.
- Look for nonverbal green lights: Stay alert to cues like relaxed shoulders or a friendly nod. These signals will help you gauge whether to continue the conversation – or to wrap it up.
- Close the loop: ‘Conversational closure’ is essential for reinforcing social bonds. Conclude your chat with a warm smile and a quick thanks to leave a strong, positive impression.
8. Brainstorm and creative sessions
Creative energy thrives when people feel comfortable speaking up and sharing incomplete ideas without fear or hesitation.
Through your body language, you can foster team safety and create an environment that encourages free thinking. Here’s how:
- Look around the room: Circulate your gaze regularly throughout the session. Group creativity thrives when everyone feels seen – literally and figuratively.
- Remove barriers to connection: Slide notebooks or laptops to the side when someone speaks. This small action can signal you’re giving them your undivided attention to promote trust.
- Tease out half-formed ideas: Subtle nods, head tilts and warm smiles will encourage reserved team members to speak up and share their ideas with enthusiasm.
From client meetings and internal briefings to board presentations and keynote speeches, your team delivers important messages every day. Our one-day Presenting with Confidence workshop will equip them with the skills and confidence they need to leave a lasting impression. Learn more today.