Para-Verbal Signals
The next level of signals you give to those you speak to are the para-verbal or vocal signals.
These signals include such things as the tone you use when speaking. Does your voice sound as if you are pleading with your team to perform their tasks? Or does it come across as a suitably authoritative request for information about how the task is progressing?
The pitch and volume of your voice also convey meaning to your audience. For your message to be effective these must match your words. If your voice is naturally quiet or soft you will have to develop your delivery technique so that your voice has the appropriate ring of authority for the situation.
It is this group of signals that will convey your exact meaning or help you to modify it to suit your audience or circumstances. They also convey your attitude and emotion towards the communication. When you feel strongly about an issue you may find that your voice rises, but this level and pitch may not relect the right attitude for your communication.
Shouting at someone who isn’t doing what you want them to do is not the way to correct such behavior. You may need to offer further instructions or information so that they review how they are conducting the task. You may need to clarify that their understanding of what you want done matches what you want them to do.
Your dominant emotion when communicating is easily discernible in the speed of your delivery. Those who are nervous or anxious will tend to talk more quickly, often giving the impression of a lack of confidence or knowledge.
Being able to control your emotions when communicating indicates an effective communicator. Your ability to do this relates to your level of emotional intelligence.
In writing, the para-verbal signals are communicated by your use of punctuation, grammar, spelling, and the structure of your sentences. Your para-verbal abilities must reflect your level of authority. Poorly spelt or phrased sentences can be as detrimental to the communication of your message as shouting or excessive use of jargon. The use of elements such as bullets, capitalization, bold, etc. in the layout of your document allows you to emphasize key points. Presenting your argument in a logical manner is also a significant factor in communicating well in writing.