7 effective ways to improve verbal communication skills

Strong verbal communication skills are essential for everyone. They're valuable in workplace interactions, conferences, and presentations. They're important in meetings and business dealings. If you have good verbal communication skills, you can build better professional rapport. You can also enhance your relationships with coworkers, bosses, and clients.

In 2021, the International Journal Of Modern Trends In Social Sciences published a report measuring the gap in employability skills among Malaysian graduates. The report showed that strong verbal communication skills were the most in demand in the job market. Not only that, but experts predict that communication skills will be crucial for jobs in 2025!

In this article, you will find the best ways to improve verbal communication skills in the workplace.

Definition of verbal communication skills

Have you ever struggled expressing yourself during a conversation? Then you have to brush up on your verbal communication skills! 

Whether speaking or listening, these skills let you convey your thoughts and ideas. They’re essential in three scenarios: 

1. Interpersonal communication (one-on-one conversations)
2. Group conversations or small group communication (discussing with two or more people)
3. Public speaking (speaking to a larger audience)

Importance of verbal communication skills in the workplace

Are basic verbal communication skills essential in the workplace? Yes, they are! They enable individuals to convey ideas, share information, and collaborate with their colleagues. Effective verbal communication uses spoken words to convey a message. It comes with the appropriate tone, volume, and pace.

One study found that effective verbal communication includes more skills than just speech. Verbal communication encompasses both how to deliver messages and how to receive them.

Impact of poor verbal communication skills in the workplace

Poor verbal communication skills can impact workplace productivity, efficiency, and employee morale. So, organisations must invest in communication training to improve these skills. Miscommunication can lead to project errors, missed deadlines, and even potential legal issues.

• Types of verbal communication skills
• Benefits of effective verbal communication skills
• Barriers to effective verbal communication skills
• Strategies for improving verbal communication skills
• Verbal communication skills for remote work
• Roles that require good verbal communication skills
• Conclusion
• FAQs

Types of verbal communication skills

Individuals can develop several types of verbal communication skills. These skills allow them to become more engaging when speaking to a small group or a large assembly. Some examples of these skills are:

1. Verbal tone and pitch

Tone and pitch are two distinct components of sound. They are both integral parts of verbal communication. The way you articulate can have a huge impact on your image. It can also affect your audience’s perception of you.

Tone refers to the quality or mood of your voice. It can reflect your emotions, so you must learn to control it well. Pitch relates to the degree of highness or lowness of your voice. Your own pitch may be naturally low or high, but it can also vary depending on your emotions. 

2. Voice modulation and inflexion

Voice modulation and inflexion are crucial in effective communication. They can help you convey your intended meaning. They also make your speech more engaging and persuasive. 

Voice modulation encompasses volume, pitch, and tone variation during speech. This includes adjusting the loudness and intensity of your voice. Inflexion involves pitch and tone changes within a single word or phrase. It can include emphasising certain syllables or words in a sentence. These two components together can enhance your ability to communicate.

3. Clarity and pronunciation

With verbal communication skills, you can speak with clarity and well-founded pronunciation. Clarity refers to being understandable, clear, and free from confusion or ambiguity. It ensures the listener or reader understands the message. By speaking with clarity, you avoid confusion and misinterpretations. Clear and well-pronounced speech is a crucial component of successful verbal communication.

4. Articulation and enunciation

Articulation and enunciation go hand in hand. They involve how speech sounds are produced and delivered. Articulation refers to the physical process of forming individual sounds. It happens in the mouth, tongue, and throat. And then, they're combined them into words and phrases. Enunciation is the clear and distinct delivery of spoken words and syllables. It includes proper emphasis, stress, and intonation. 

If you have these skills, your listener can understand and interpret your message.

5. Use of appropriate language

Good oral communication skills also need the proper use of language. When you are proficient in a language, you can convey its message with clarity and precision. 

Appropriate language ensures that you convey the message with respect. It considers the context and the audience. It also reflects sensitivity towards the listener or reader.

6. Listening skills

An effective communicator is not only a good speaker but also a good listener. Listening skills involve receiving and understanding messages in the communication process. They allow you to gather and evaluate different ideas and perspectives. This leads to making sound judgments, a valuable skill in many areas of life.

Benefits of effective verbal communication skills

Embracing and applying verbal communication skills will benefit you with good results. Such benefits will improve your relationship with your peers in the workplace. These are some of the valuable benefits:

1. Improved team collaboration

Good oral communication skills improve your relationship with your peers. Collaboration in a workspace means engaging with fellow workers anytime and anywhere. With collaboration, everyone can be productive.

2. Increased workplace productivity

Increased productivity clear directions, encouraging everyone to move forward. It promotes a smooth work flow that yields favourable results.

3. Enhanced customer service

Strong verbal communication skills can help improve your interactions with your customers. This leads to enhanced relationships with clients. Whether responding to queries or pitching a sale, your spoken words matter. Your manner of communicating also counts.

4. Better conflict resolution

You can resolve conflicts and disputes in a peaceful and constructive manner. This helps to reduce stress and improve relationships. It also increases productivity and enhances reputation.

5. Increased job satisfaction

Your competence in speaking and engaging can lead to better rapport with coworkers. Effective verbal communication can foster trust, understanding, and optimism. It can enhance the flow and exchange of ideas. All these can boost team morale and job satisfaction.

Barriers to effective verbal communication skills

So you've developed good verbal communication skills. Now, you must be aware of potential barriers that can hinder effective communication. Recognise and address these barriers. Then, take steps to overcome them. 

1. Language and cultural differences

In today's global society, cultural differences have vast effects on communication. People with different cultural backgrounds communicate using distinct styles. Their language, words, and and gestures may differ even in their application.

To build relationships with people from other cultures, you must understand cultural differences. You must also learn about their cultural norms. And show that you respect them. This helps develop greater empathy and trust. They also prevent misunderstandings and conflicts. Be very cautious about what you speak or discuss with others. It might be interesting for some but insulting for others.

2. Physical barriers

Another barrier that might disrupt good communication flow is physical aspects. This physical barrier refers to obstacles related to the physical environment or distance between the sender and receiver. Several physical barriers can affect basic verbal communication skills. Here are some examples:

A. Hearing loss or impairment

Someone with hearing difficulties may miss important parts of a conversation. This affects their ability to communicate. 

B. Speech impairment

Individuals with speech impairments may have difficulty articulating their words. This makes it challenging for others to understand them.

C. Distance

Communicating with someone who lives remotely? You may not hear and understand what they say. This is especially true for those who live in noisy environments.

D. Environmental noise

Loud noises can make hearing and understanding others more difficult. Two examples are machinery and construction noise. 

E. Visual impairment

Visual cues are essential for effective communication. Individuals with visual impairments may miss out on non-verbal communication, leading to miscommunication.

F. Health issues

Physical conditions such as a stroke or neurological disorders may affect communication ability. You must recognise these physical barriers and adjust communication methods.

3. Psychological and emotional barriers

Besides physical barriers, psychological and emotional barriers can hinder good verbal communication skills. These barriers stem from human emotions and mental limitations. Think absent-mindedness, fear of expressing ideas, excitement, and emotional instability. Here are a few examples of how these barriers can manifest:

A. Anxiety

Anxiety can make it difficult for people to express themselves. It can also make it challenging to listen to others. In some cases, anxiety may cause people to avoid communication altogether.

B. Low self-esteem

Low self-esteem can make people feel that their ideas and opinions are not valuable. This can make them reluctant to share with others. This can also prevent them from engaging in conversations. It also limits their ability to contribute to group discussions. 

C. Fear

Fear of rejection, judgment, or criticism can prevent people from communicating honestly. This fear can also lead to defensive or aggressive communication styles.

D. Lack of trust

A lack of trust in others can lead to communication breakdowns. People who don't trust others may withhold information or avoid sharing their thoughts. This can create misunderstandings and a need for more cohesion within groups.

Overcoming these psychological and emotional barriers requires self-awareness. You need an intentional effort to develop healthy communication habits. Seek support from mental health professionals and practise active listening. Try building trust through open and honest communication.

4. Technological barriers

Another barrier to effective communication is technology. Yes, it has made communication easier with various platforms and tools. But it has also brought about new challenges. Technology disruptions can cause miscommunication.

Some business leaders may especially find these issues difficult. That's because they expect and manage new platforms. But technology also offers many benefits and opportunities for communication. For example, it allows remote work and easy access to team members.

Strategies for improving verbal communication skills

So, you've seen the benefits of and barriers to effective verbal communication skills. Now, here are some strategies to improve your communication skills. 

1. Practice active listening

It's not true that verbal communication refers to only spoken communication. Active listening skills also count! Active listening builds relationships and solves problems. It help ensure understanding. And it helps avoid conflict. Become a better listener to improve your workplace productivity. You may also gain the ability to lead a team, persuade, and negotiate.

2. Use clear and concise language

To improve your verbal communication skills, use clear and unpretentious language. Simple words trump technical jargon or complicated sentences. When you simplify your language, you receivers can understand your message better. And they can give clear, appropriate responses. This prevents misunderstandings. 

3. Ask questions for clarity

There is nothing wrong with asking questions. It helps ensure that the recipient accurately understands the intended message. You can clarify any confusion or ambiguity in a conversation to ensure that you are both on the same page. This approach can help with complex topics requiring you to understand the information.

4. Be aware of non-verbal communication

In a world of signs and symbols, not all communication is verbal. There's also non-verbal communication skills. It refers to using body language, gestures, facial expressions, and tone of voice. These cues convey meaning. Recognise nonverbal communication, as it affects how others receive and interpret your message. 

5. Use positive language

Positive language is a tool that creates an uplifting, encouraging, and supportive environment. It involves using words and phrases that are optimistic, encouraging, and solution-focused. You can attract new and loyal clients through positive language.

6. Be mindful of tone and inflexion

Mind your tone and inflexion (your voice’s pitch, volume, and modulation). They convey emotions and intentions. People may interpret your message according to these two factors. Speaking in a monotone voice can make it difficult for others to stay engaged. Varying your tone and inflexion helps keep the conversation interesting.

7. Use stories and analogies

Using stories and analogies is a powerful way to communicate. Stories and analogies can simplify complex ideas. They make them more relatable and help people understand them. They help build rapport with your audience. They ensure your message is understood as intended.

Verbal communication skills for remote work

You need strong verbal communication skills to excel in any company. But for remote work, they especially help foster strong relationships and encourage teamwork.

Importance of verbal communication skills in remote work

Verbal communication skills are crucial in remote work environments. They help remote workers express themselves clearly. They help them collaborate. They also build better relationships with clients and customers. 

Here are some reasons why verbal communication skills are fundamental in remote work:

1. Facilitates collaboration

Team members must frequently communicate in a remote work environment. This ensures smooth project progress. Effective verbal communication skills allow team members to understand one another better.

2. Builds relationships

Building relationships is essential to any work environment, including remote work. Verbal communication skills help remote workers develop rapport. They help establish trust with their colleagues.

3. Prevents misunderstandings

In a remote work environment, it can be challenging to interpret written messages. Effective verbal communication skills help prevent misunderstandings. They allow team members to clarify their messages, ask questions, and provide feedback.

4. Improves productivity

When team members communicate, projects move more efficiently. Deadlines are met, and productivity is improved. Verbal communication skills enable remote workers to update each other on project progress. It helps them share information and ideas, and resolve issues immediately.

5. Enhances problem-solving

Effective problem-solving relies on clear and concise communication in a remote work environment. Verbal communication skills allow team members to discuss problems. They help them brainstorm solutions and collaborate on a plan of action.

Challenges in remote verbal communication

Remote verbal communication comes with its own set of challenges. Here are some of the most common challenges faced in remote verbal communication:

1. Technical issues

Poor internet connectivity, audio or video problems, and equipment malfunction can hinder communication. 

2. Distractions

In a remote work environment, distractions can make verbal interactions challenging. These distractions can include pets and notifications from other devices. It can also be family members and environmental noises.

3. Lack of non-verbal cues

Non-verbal cues such as facial expressions and body language are essential to communication. A remote work environment can limit these cues. And so it becomes hard to interpret the other person's message. 

4. Different time zones

Working with colleagues in different time zones can create communication challenges. It may not be easy to find a time that works for everyone to have verbal conversations.

5. Language barriers

Language barriers can be challenging in verbal communication. Colleagues or clients who speak a different language or accent can be a big challenge.

6. Cultural differences

Cultural differences can impact verbal communication in a remote work environment. These differences include communication styles, norms, and expectations. 

Strategies for effective verbal communication in remote work 

1. Use video conferencing

Video conferencing lets remote employees communicate in real time. Since it allows participants to see and hear one another, it promotes authentic and engaging conversations.

2. Be mindful of your tone and inflexion

When communicating remotely, tone and inflexion become even more critical. Adjust them to suit the situation and the people you are communicating with.

3. Avoid distractions

When engaging in remote verbal communication, create a dedicated and quiet workspace to minimise distractions. Put your phone on silent mode, and tell your housemates to stay silent. Close unnecessary tabs or applications to focus on the other person.

4. Use clear and concise language

Listening to your colleague speak through poor Internet connectivity is hard enough. Decoding jargon or technical terms poses more challenges. Cut the fluff and use simple language whenever possible. Speak in a direct and respectful manner.

5. Practise active listening

Active listening is essential for effective communication, particularly in a remote work environment. Pay attention to the other person’s tone and inflexion. Ask clarifying questions to ensure you understand their message.

6. Use collaboration tools

Messaging apps, project management software, and other tools can help ease remote communication. Familiarise yourself with such collaboration tools. Use them to stay connected with your colleagues.

Roles that require good verbal communication skills

Everyone deserves to possess good verbal communication skills. Some professions may need these more than others. That's because it's essential to the nature of their work. Here are some roles that require verbal communication skills.

• Sales
• Customer Service
• Teacher
• Lawyer
• Journalist
• Social Worker
• Doctor
• Psychologist
• Human Resources Manager
• Event Planner

Conclusion

In any workplace, whether in-person or remote, strong verbal communication skills are crucial. These skills enable team members to collaborate and build relationships. They boost productivity. And they help prevent misunderstandings. They also aid in problem-solving. This is especially true in remote work environments, where there's limited face-to-face interaction. 

Remote workers face unique challenges such as technical issues and distractions. Other problems are language barriers, cultural differences, and lack of non-verbal cues. Remote workers need to be aware of these challenges. They must also adapt the right communication styles for their audience. This way, they can communicate better and achieve their objectives.

Are you ready to upgrade your career and practise your improved verbal communication skills? The first step is to update your JobStreet profile and #SEEKBetter jobs! Download the JobStreet app for iOS or Android. Start searching for job opportunities, sending applications, and tracking updates on the go. Check out the Career Advice page for additional tips on job searching, career advancement, and personal growth.

FAQs

1. What are some benefits of having good verbal communication skills in the workplace?⁠
   ⁠Having good verbal communication skills in the workplace has several benefits. It helps you express your ideas so your colleagues understand you. This leads to better teamwork and collaboration. It also helps you understand their perspectives and build positive relationships. 
   ⁠Good verbal communication skills enhance your problem-solving abilities. They also boost your confidence as you become more comfortable participating in discussions. 
   ⁠
2. ⁠How can I improve my verbal communication skills?
   ⁠Improving your verbal communication skills takes practice, effort, and commitment. Start by listening to others when they speak. Focus on their words, maintain eye contact, and avoid interrupting.
   ⁠Practise speaking using simple and concise language. Avoid using slang or unclear expressions. Pay attention to your tone of voice, too. Engage in conversations with different people to gain more experience.
   ⁠
3. What are some common workplace barriers to effective verbal communication?
   ⁠The workplace is riddled with verbal communication barriers. One barrier is when employees don't listen to one another. Another is using complicated words that others may not understand. Sometimes, emotions can get in the way and make it difficult to communicate calmly. Not giving others enough time to speak can also be a barrier to effective communication. 
   ⁠
   ⁠Recognising barriers is the first step to improving verbal communication in the workplace.
   ⁠
4. What are some strategies for effective verbal communication in remote work?
   ⁠⁠Effective verbal communication in remote workplaces requires clear and concise messages. They also require appropriate communication channels. Utilise video conferencing and visual aids to engage your audience. Also, avoid distractions. Yes, it’s tempting to multitask during remote meetings. But, you must focus on the other person to ensure effective verbal communication.
   ⁠
5. How can I develop practical verbal communication skills for customer service?
   ⁠You can start by practising active listening. Pay attention to what customers are saying. Nod your head to show you’re listening. Ask clarifying questions if needed. Use clear and friendly language when speaking to customers. Avoid jargon or technical terms they may not understand. 
   ⁠
6. How do poor verbal communication skills impact the workplace?
   ⁠Poor verbal communication skills can have a negative impact on the workplace. Struggles with verbal communication can lead to misunderstandings and confusion among coworkers.
   ⁠
   ⁠Poor communication can also create a negative work environment. It may cause colleagues to become frustrated or feel unheard. It can harm teamwork and collaboration, making it harder to achieve common goals.