Introduction

The technological advancements of the last decades and the shifts in social norms have affected the way we communicate in businesses. Modern business communication seamlessly integrates traditional methods with digital tools such as email, instant messaging, and video conferencing to ensure efficiency and connectivity, while the integration of artificial intelligence and task automation is transforming business communication by improving customer service, streamlining workflows, and improving internal collaboration.

Of course, verbal communication is still an essential part of information exchange in professional interactions, as it is more complex than written communication. The tone of voice and language used can alter the meaning of a sentence in a manner that affects interlocutors positively or negatively, while face-to-face interactions give the impression of a more personal interaction. The big question is, what is the actual impact of choosing between verbal and nonverbal communication in business environments, and how crucial is that difference for effective business communication?

Verbal Communication in Business

Let us take a moment to think about what verbal communication actually is. A simple definition would be that verbal communication is ‘to exchange information and ideas through spoken words’, yet things are not that simple. Psychologically speaking, verbal communication is a much more complex process that includes aspects beyond the scope of just words.

Figure 1 – Five simple nontechnical ways to improve your verbal communication skills (Coleman, 2024).

Aspects of Verbal Communication

Depending on the complexity of a language, a synonym of a word can alter the meaning of a sentence in either a positive or a negative way, which means that spoken words have a direct impact on the flow of a conversation. But what is more important than words is the tone of voice. The speed and pitch of a voice can show a lot about one’s personality or emotional state, which is reflected in a business environment. A calm and soft voice can show empathy and generate warm feelings, while a higher-pitched and fast tone can be frustrating to others and show bossiness. It has been measured that if communication has a positive tone, 62% of employers respond more quickly, and 57% are more positive to future requests (Brower, 2023).

Furthermore, maintaining eye contact is the key to building trust and confidence between partners or co-workers, making interactions more convincing and engaging, as it allows interlocutors to focus on the conversation and read facial expressions. Last but not least, body language! How we stand and move is a projection of what we feel. There are aspects of communication that cannot simply be expressed through words alone. Effective use of body language, such as maintaining an open posture and using appropriate gestures, can act as positive reinforcement of our verbal messages and navigate social interactions more successfully.

Read more: Enhancing Body Language in Virtual Meetings

The Four Communication Styles

Verbal communication in business environments can be split into 4 main categories (Muskaan, 2023). Starting with the most casual one, we have intrapersonal communication. This is basically another way to say ‘thinking to yourself’, but you see how much fancier it was to use another synonym and what we projected? It made us sound more serious and professional. Anyway, intrapersonal communication is mostly used to organise our thoughts and make decisions about the plans we are going to follow for projects.

Although it does not involve an interlocutor, it still includes professional communication, as it involves processes in the workplace. Our second category is small group discussions between members of a company for teamwork and collaboration. The key difference from our previous category is that even though, in this instance, we have an exchange of communication with other individuals, our speech can be characterised by both casual and business tones.

Of course, this largely depends on our familiarity with the other members of the group, yet it is highly likely that they will be in a ‘rank’ close to ours. Stepping things up a notch, official meetings for negotiations or public speaking probably require a larger amount of professionalism and face-to-face communication is highly expected. Here is where the true power of verbal communication really shows since convincing someone about a point is the goal.

At the highest level in the hierarchy of all these categories of verbal communication, we have job interviews. When applying for a job, the first thing a company sees is your resume, yet companies usually look at the bigger picture to see if you are fit for the job. This includes social communication skills, which are validated through effective verbal communication during the interview, taking into account body language, facial expressions, and tone of voice.

Figure 2 – The four main categories of verbal communication in business environments (Muskaan, 2023).

Virtual Communication: The Digital Shift

So, is there a difference between virtual and traditional verbal communication? Indeed, modern technology has given us the freedom to adapt our meetings and errands in our daily routine, yet does that mean that there are no rules? From our experience, we can tell you a big yes. Freedom does not mean that we do what we want. There is still a chain of command accompanied by certain rules concerning face-to-face vs. screen-based communication. A simple example would be that employees can join a meeting from anywhere in the world, but they cannot be in their pyjamas or eat during the meeting, much as they would not if they were physically there. Or, you wouldn’t leave your mic turned on when not speaking when you are in a common place (this really drives some people crazy). Small things like these give a sense of professionalism and respect from one employee to another.

However, virtual communication is affected not only by our actions but also by the hardware and technology we use. A pair of good headphones with active noise cancellation can really make the difference and set the mood for a pleasant discussion without interference from background noise over your tone of voice. A computer equipped with a good quality camera that is turned on during the meeting allows for expression with body language and adds a more personal touch to the overall vibe. It is always good to see who you are discussing with and be able to maintain eye contact with them and see their facial expressions mid-conversation!

Figure 3 – The five elements of the body language toolkit (Rosemarino and Dolsten, 2022).

A big part of digital communication in businesses is through emails, group chats, and reports. In general, written communication has many advantages. Written items can be archived for future reference, and messages in group chats and emails can be re-visited and re-read as many times as necessary, while verbal communication is only instant. However, there are some drawbacks. Written communication always bears the risk of us being misunderstood, as there is no active listening or live interaction with the interlocutor. Remember, body language is key to interpreting what the other end of the conversation has in mind and if they mean well.

In conclusion, we would say that verbal and nonverbal communication in digital business settings is crucial for effective collaboration. Verbal clarity is enhanced by non-verbal cues, such as facial expressions and tone, which can be conveyed through video conferencing. In addition, digital tools such as emojis and chat features help convey sentiment and support where physical cues are limited. This balance creates a more engaging and dynamic communication experience in virtual environments, fostering stronger connections and clearer understanding among team members.

Strengthening Communication Skills in a Digital Business World

Most of the examples we mentioned above are not strictly applied to business environments only but to daily communication as well. There may be some general rules of politeness during video conferencing, but if you want to find out more about how business culture has reshaped the ways we communicate in the office, you can read this article. How can verbal communication in both in-person and virtual interactions? To improve verbal communication in both in-person and virtual settings, it is essential to practice active listening, maintain awareness of body language, and ensure clarity and conciseness in your messages, while also being mindful of digital cues such as tone of voice and facial expressions, and thoroughly preparing for virtual interactions.

Specifically, for virtual meetings, effectively opening communication is crucial for setting the tone and ensuring productive discussions. This can be achieved by starting with a clear agenda that outlines the meeting’s goals, structure, and topics, allowing participants to prepare and focus from the outset. Using engaging icebreaker activities, such as sharing fun facts or brief introductions, helps create a relaxed atmosphere and builds rapport among participants. Establishing ground rules, such as muting microphones when not speaking and respecting turn-taking protocols, maintains order and professionalism. Furthermore, ensuring that all participants test their equipment beforehand and using intuitive meeting platforms minimises technical disruptions and improves communication flow.

On the other hand, listening skills can be of equal importance. Enhancing active listening in remote work environments is vital for nurturing effective communication and collaboration among team members. To improve listening skills, it is important to eliminate distractions by closing unnecessary tabs, silencing notifications, and focusing entirely on the speaker during virtual meetings. Maintaining eye contact by looking at the camera, using positive body language, such as nodding or smiling, and responding thoughtfully help demonstrate engagement and full attention.

Figure 4 – A quick way to increase your active listening skills (Great Learning, 2024).

Summing Up

It doesn’t really matter if we communicate verbally or non-verbally, nor does it matter if we are speaking face-to-face or digitally. In every category, there are specific rules that need to be followed, some of them being common while others are more case-specific. In our day and age, most people prefer digital communication because of its flexibility in both formats. When in doubt, get back to basics: politeness, attention, engagement, eye contact, body language, and active listening. These 6 principles will get you 90% of the distance when communicating.

All things considered, it is safe to say that the importance of communication is indeed priceless. Without it, things just do not get done as easily. If you think about it, communication is a dynamic system. Somewhat of a living being, we could say. It took different forms throughout the ages, some with minor and some with major flaws. As years passed, communication forms matured and adapted to the needs of the people. After all, the performance of any means of communication is judged by one thing only: the ability to pass on thoughts to someone.

Read more: Browser-Based Video Conferencing Made Simple

List of References

• Brower, T. (2023) – For Effective Communication Tone (Surprise!) Matters Most: 5 Strategies For Effectiveness. Forbes (Accessed: 15 March 2025).

• Coleman, B. (2024) – What is Verbal Communication?. Human Focus (Accessed: 16 March 2025).

• Great Learning (2024) – Active Listening: An important communication skill. Great Learning (Accessed: 16 March 2025).

• Freepik. (n.d.) - Friends video calling on laptop illustration. Frepik.

• Muskaan, O. (2023) – How To Improve Verbal Communication Skills. Kapable Club (Accessed: 16 March 2025).

• Rosemarino, N. and Dolsten, C. (2022) – 5 Steps to Master Body Language in Business. PM360 online (Accessed: 16 March 2025).