Improving your verbal communication skills at work starts with organizing your thoughts, getting to the point, and speaking at a pace others can follow. Clear communication helps coworkers understand you, reduces misunderstandings, and makes everyday conversations more productive.
Even when you know exactly what you want to say, it can be difficult to express yourself clearly under pressure. You might speak too quickly, include unnecessary details, or lose track of your main point.
In this article, you'll learn eight practical habits to improve your verbal communication skills at work, in meetings, presentations, phone calls, and everyday conversations. You'll also learn what makes workplace communication challenging and when individualized communication coaching can help.
Key Takeaways
What verbal communication covers: The speaking and listening skills you use in meetings, work updates, calls, and conversations. Your tone of voice and body language also affect how people understand you.
What gets in the way: Effective communication can be harder when you take too long to make your main point, speak too fast, don't check that others understand, or avoid difficult conversations.
Habits to practice: Start with your main point, pause when you speak, practice active listening, and ask for specific feedback to communicate effectively.
How to keep getting better: Regular practice can improve communication skills over time. Coaching gives you feedback on the speaking and listening habits you use most at work.
What Are Verbal Communication Skills at Work?
Why Does Clear Communication Matter at Work?
What Are the Common Barriers to Effective Communication at Work?
How to Improve Verbal Communication at Work: Eight Habits to Practice
What We See Working with Clients
What Are Verbal Communication Skills at Work?
Verbal communication skills at work help you express ideas, share information, and respond to others during conversations. You use these skills in meetings, presentations, phone calls, video calls, and everyday discussions with coworkers. They include choosing the right words, speaking clearly, and listening and responding to others.
Your tone of voice, speaking pace, and volume influence how others interpret your message. Facial expressions, posture, and other nonverbal cues also play a role. When these signals don't match your words, people can misunderstand what you're trying to communicate.
Verbal communication is an important part of your interpersonal communication skills in the workplace. These skills help you exchange information, participate in discussions, and build professional relationships. With regular practice, you can develop stronger communication habits and become more effective in everyday workplace interactions.
Why Does Clear Communication Matter at Work?
Clear communication matters at work because vague instructions and missed details can lead to mistakes, delays, and frustration. Effective communication can improve collaboration. Clear instructions that name who owns each task and when it is due can help the entire team work together.
Take a team lead who asks her staff to "make progress on the reports soon." Everyone nods, but each person leaves with a different idea of what "soon" means, so two days later nothing is ready. Instead, asking for a draft by Thursday at noon and confirming the deadline works for everyone would have made the due date clear.
Strong communication and interpersonal skills also shape how people see your work. When you explain an idea simply, answer questions calmly, and give feedback with respect, coworkers and managers often find it easier to trust your judgment. Over time, that trust can help your career development and make speaking up in meetings feel less stressful.
What Are the Common Barriers to Effective Communication at Work?
Effective workplace communication can become harder when speaking habits make a message difficult to follow. Three of those habits are burying the main point, talking too fast, and not checking whether people understood. Other barriers include nerves and the limits of digital communication tools, since instant messages don't carry vocal tone and calls can hide faces or make them hard to read.
Several common signs show that communication is becoming difficult.
People struggle to identify your main point. You give too much background first, and by the time you get to the point, people have stopped following or jumped in with questions.
People ask you to repeat yourself or interrupt before you finish. You share an idea in a meeting, but someone interrupts before you finish or asks you to explain it again.
You get feedback about your tone. A coworker says a comment "sounded tense," even though you meant it kindly.
You avoid speaking up. You feel safer skipping check-ins, staying quiet in group discussions, or putting off difficult conversations because you worry about saying the wrong thing.
You miss nonverbal signals. Someone looks confused, glances at the clock, stops making eye contact, or goes quiet, and you don't check whether they understood your point.
Feeling nervous can also make it harder to speak clearly. Under pressure, many people speak faster, add filler words, or say more than needed.
On calls, short delays can lead people to talk over each other. When facial expressions aren't visible, it can also be harder to tell how someone is responding.
For some people with ADHD, organizing their thoughts before speaking and waiting for a turn to talk take extra effort. Our guide to ADHD communication at work covers strategies for those moments.
Sometimes the barrier is speaking itself. If you stutter, speech therapy for stuttering can help you communicate more comfortably and manage its impact at work. For non-native English speakers who want to be understood more easily, accent modification training, guided by each person's goals, works on pronunciation, rhythm, and word stress.
How to Improve Verbal Communication at Work: Eight Habits to Practice
You can improve verbal communication at work by practicing a few habits until they become easier. Starting with one or two habits is easier than starting with all eight, and a communication coach can help you choose the right ones and give feedback as you practice. The table below shows what each habit can sound like and one way to practice it.
| Habit | What it can sound like | One way to practice it |
|---|---|---|
| Lead with your main point | "The short version is that we need one more week." | Write your main point in one sentence before a meeting. |
| Find a clear speaking pace and use pauses | A short pause after each key point instead of "um" or "so" | Record a short practice update and listen for filler words. |
| Use clear and concise language | "I need your numbers by Wednesday so the report is ready Friday." | Swap one piece of jargon for a plain word in your next update. |
| Practice active listening | "So the main concern is the timeline, not the budget?" | Sum up the other person's point before you reply. |
| Match your tone and body language to your words | A calm voice and relaxed face when you say you're open to ideas | Ask a trusted colleague how you came across in a recent meeting. |
| Adjust your message to your audience | "We're on track, and I need a decision on the vendor today." | Before a meeting, note who will be there and what each person needs. |
| Handle difficult conversations with emotional intelligence | "I'd like to talk about how the handoff went. Is now a good time?" | Write down the facts and your first sentence ahead of time. |
| Ask for and give constructive feedback | "Can you give me an example from today's meeting?" | After a meeting, ask one colleague for one thing to change. |
| Connected Speech Pathology | connectedspeechpathology.com | ||
Lead With Your Main Point
Leading with your main point means stating your conclusion, decision, or request first, then explaining the reasons. Giving too much background up front can make your message harder to follow and make it tough to keep your audience engaged.
You can start with one clear sentence, such as "The short version is that we need one more week." Then give two or three key points, and end with what you need from the listener. It's worth taking a few minutes to prepare ahead by writing down that first sentence.
To learn more, see our guides on organizing your thoughts when speaking and stopping rambling.
Find a Clear Speaking Pace and Use Pauses
Speaking at a pace your listeners can follow gives them time to understand your message and gives you time to think about what comes next. A short pause after each key point lets listeners think and can help you use fewer filler words like "um," "so," and "you know." Pausing before you answer a hard question can give you a moment to respond thoughtfully.
One way to practice is to record a short update, then listen back for filler words and places where you rushed.
Use Clear and Concise Language
Clear, concise language means choosing everyday words, short sentences, and specific details. Clear, concise communication saves time by reducing the need for follow-up questions. Avoid jargon unless you know your listener uses the same terms, and replace vague words like "soon" or "a few things" with a date, a number, or a name.
Practice Active Listening
Active listening means giving the speaker your full attention, letting them finish, and checking that you understood. Listening researcher Ralph Nichols found in the 1950s that people remembered only about half of a short talk right after hearing it. Summarizing what the other person said before you respond gives them a chance to correct anything you missed or misunderstood.
You can also ask clarifying questions, such as "When you say 'urgent,' do you mean today or this week?" Active listening can build trust and reduce misunderstandings by giving people a chance to check that you understood them. Small nonverbal signals help, too, such as nodding and making eye contact in a way that feels comfortable for you.
Match Your Tone and Body Language to Your Words
Your tone of voice and nonverbal communication can affect how people understand your words. Nonverbal communication includes your facial expressions, gestures, posture, and eye contact.
Positive body language, such as an open posture and a relaxed face, can help some listeners see you as confident and approachable. Body language that others read as closed off, such as crossed arms, can sometimes lead to misunderstandings, even when you're open to ideas.
A calm, respectful tone of voice can help when you're sharing news people don't want to hear. Stress can make your voice sound sharper than you intend. Asking a trusted colleague for regular feedback on how you come across in meetings is a simple way to check your tone.
Our guide to nonverbal communication training covers these skills in more depth.
Adjust Your Message to Your Audience
Adjusting your message means thinking about who you're talking to and what they need before you speak. A senior leader often wants the decision first, a new coworker needs more background, and a customer needs plain words without internal terms. You can adjust your communication style based on who you're speaking to while keeping your main point the same.
It also helps to choose the communication methods that fit your message. A conversation or call often works best for complicated or sensitive topics, while a quick update can go in an email or instant message. When you join a new team, ask about communication preferences, such as whether people prefer a call or a text.
Handle Difficult Conversations With Emotional Intelligence
Managing difficult conversations is often easier when you prepare the facts, choose a good time and place, and focus on the issue rather than the person. Putting these talks off can let problems get worse. Raising a concern early and creating space for open communication can help.
Emotional intelligence means recognizing and managing your own emotions, noticing how others feel, and responding with care. With self-awareness about what upsets you, such as being interrupted or criticized in front of others, you can pause before you answer, keep your voice steady, and stay respectful. Listening first and repeating what you understood can lower tension and help you resolve conflicts.
Ask For and Give Constructive Feedback
Effective feedback is specific, timely, and respectful. Constructive feedback focuses on behavior rather than personal traits. Instead of saying, "Your updates are confusing," you can say, "In Tuesday's update, I wasn't sure what you needed from me." That kind of feedback helps the other person understand what was unclear.
When you receive feedback, listen to the full message before deciding how to respond. If the feedback is vague, ask for an example. An example can help you understand what the person noticed and what you can work on.
How to Be a Better Communicator at Work and Everyday Life
A guide to everyday habits that help you listen well, speak clearly, and connect with people at work and at home.
What We See Working with Clients
Our coaching clients often want to build workplace communication skills, such as giving clearer updates, speaking up with more confidence, or handling disagreements at work more calmly. The examples below are based on real clients we have worked with. Identifying details have been changed to protect privacy.
One client, a project manager, wanted to give clearer updates to senior leaders. Her updates started with a lot of background, and leaders often cut in with questions before she reached the decision she needed from them. She left those meetings frustrated and worried that her work looked less organized than it was.
We worked on having her state the decision first, then give two or three main points and a clear request. She practiced her updates out loud with feedback, and she worked on answering questions without losing her place. Over time, she reported that leaders interrupted her less and that she felt calmer going into those meetings.
Another client, a software engineer, heard from his manager that he sometimes sounded dismissive when he disagreed in team meetings. He had started staying quiet to avoid the problem, even when he saw a real issue with a plan.
We worked on pausing before responding, acknowledging the other person's point first, and practicing respectful ways to voice disagreements in role-played meetings. Coaching also covered how his tone sounded during a video conference, where subtle facial cues can be harder to see.
His manager later said design discussions with him felt more open. Disagreeing with senior staff is still hard for him, but he speaks up more often.
Frequently Asked Questions About Workplace Communication
1. How can you improve verbal communication on video calls and phone calls?
On calls, speak at a pace others can follow and check that everyone understands. The phone hides facial expressions, video can make them harder to read, and short delays can cause people to talk over each other. Ask a direct question, such as "Does that timeline work for everyone?" Then send a short written recap of the key information and next steps.
2. What should you do if your manager says you need to work on your communication?
Ask your manager for one specific example from a recent meeting or conversation. Vague feedback is hard to act on, but a specific example shows you exactly what to practice, like getting to the point faster or checking your tone. Choose one habit to work on, practice it in real conversations, and then ask your manager whether they've noticed a difference.
3. How long does it take to improve verbal communication skills?
The time it takes to improve your communication skills varies from person to person. It depends on the skills you're working on and the feedback you receive. How often you practice in real conversations at work and in your personal life matters too.
4. Is verbal communication different from written communication at work?
Yes, though the two skills support each other. In live conversations, your tone, pace, and listening affect how people understand your words, while written communication usually gives you more time to plan and edit. Many of the same habits, like leading with your main point and using specific words, help you communicate effectively in both.
5. When is it worth working with a communication coach?
Consider a coach when you want feedback on how you come across at work. Coaching can help when you need more effective communication skills in a new role, want to practice before a business presentation, or keep receiving the same feedback. A coach gives you specific feedback and helps you practice the speaking habits that matter most for your goals.
How Connected Speech Pathology Can Help
Connected Speech Pathology offers one-on-one coaching to help adults speak more clearly and confidently in meetings, presentations, and difficult conversations at work. Our coaches have graduate-level training in speech-language pathology, giving them extensive knowledge of how people communicate, including speech clarity, language organization, voice, and speaking patterns. They use this expertise to provide individualized coaching that goes beyond general public speaking advice.
In live online sessions, your coach helps you practice speaking skills for the situations you find hardest at work. Your coaching plan is based on your role and goals. For example, a manager can practice difficult conversations, while a new hire can work on speaking up in meetings or developing presentation skills.
Learn more about our online communication coaching or communication coaching for companies if your team is interested in training together.
Summary
As you learn how to improve verbal communication skills at work, regular practice can make the new habits easier to use when you feel rushed or nervous. Leading with your main point, speaking at a pace others can follow, and practicing active listening are good places to begin. Pick the one that helps with what's hardest for you.
Paying attention to your body language and other nonverbal communication can help others understand your message. Asking for constructive feedback can show you what's working and what to change. Coaching gives you a chance to practice with feedback and work on using these habits in real meetings.
About the Author
Allison Geller, M.A., CCC-SLP, is a communication coach, speech-language pathologist, and founder of Connected Speech Pathology, an international online practice providing professional communication coaching and speech therapy for children, teens, and adults. With more than two decades of experience, she has worked in medical and educational settings and published research on aphasia. Today, she leads a team of specialists who help clients improve their skills in public speaking, vocal presence, accent clarity, articulation, language, fluency, and interpersonal communication.
