Face-to-Face Communication: Definition and Importance Explored

Updated 17 April 2024

Communication can be key to successful teamwork, leadership and business growth. There are many methods of communication that teams can use, with one of the most important methods being face-to-face or in-person communication. Understanding what communicating face to face means and why it's important can help you learn this effective form of communication and better understand its purpose. In this article, we explain what face-to-face communication is and why it's important.

What is face-to-face communication?

Face-to-face communication is an interaction between two or more people who can look directly at one another. In the modern workplace, it can occur in person or via video chat. Employees use face-to-face encounters to build meaningful relationships with their coworkers. Also called 'in-person' communication, this type allows employees to focus on non-verbal cues and spoken words to decipher meanings and create more concrete understanding between employees and managers.Different people communicate in different ways, and non-verbal cues may not translate the same way across different cultures and backgrounds. Also, some people may not be able to interpret or use all non-verbal cues, and they may prefer an alternative method of communication. Consider the individual person and cultural background of the person you're speaking with and consider alternatives, like email or written notes, if you're uncertain of their non-verbal cues or how yours may affect them.Related: What Is Business Communication? (With Types and Examples)

Why in-person communication is important

Although advancements in technology have made it easier to communicate from long distances, there are still advantages to meeting colleagues face to face. If in-person meetings aren't possible, especially with remote employees, it can be beneficial to show your face during conference calls by having the camera on. Here are some key reasons why communicating face to face is important:

Establishes trust

Trust is an important element of a workplace relationship. Communicating face to face can show your colleague that you have their best interests in mind. They can observe your non-verbal cues to determine you're being transparent, which can increase your credibility as an employee. They can also gain a glimpse into your personality. Face-to-face interactions can allow you to invoke sincerity in your words and practise actions that affirm what you've spoken. The result is a sense of trust between you and fellow members of your team, which helps create a more trusting and supportive work environment for everyone.Related: Types of Verbal Communication (With Importance and Tips)

Allows for easier persuasion

In-person communication can also make it easier to persuade your colleagues, customers or managers. Instead of relying on an email to express your point of view, you can engage them in person to show your commitment to your work. The receivers of your convincing may feel more compelled to listen if they can hear your voice and watch your non-verbal cues, such as nodding or smiling, at the same time. The connection between you and your coworker might be deeper, enabling you to convince them to decide in your favour.For example, business-to-business (B2B) employees often use persuasive tactics in person to reach agreements. Before making a sales pitch, they can meet the potential buyers and officially introduce themselves. The buyers can connect the person standing in front of them or in a video call with the person they may have spoken to over the phone or messaged through email, making the pitch more memorable.

Boosts active participation

Employees may feel more inclined to engage in workplace meetings if they can view the faces of their teammates. Face-to-face communication can help build a sense of teamwork. When you're in the presence of your teammate, it may be easier for you to get to know them and stimulate productive conversations. The passion they show for a project might also inspire you to create more innovative ideas. Increased engagement levels can contribute to a higher quality of work, which can enable the organisation to reach its goals.Related: 4 Types of Communication (With Examples)

Enhances conflict resolution

If there's a conflict in the workplace, then face-to-face communication may be an effective means of communication for addressing and solving the issue. Your coworker's nonverbal cues can offer insight into how they truly feel about a situation. For instance, if you propose a solution that satisfies them, then you might notice them relax, showing that they're no longer defensive about their positions. When they express their perspectives, their voices can indicate their emotions as well.For example, a low voice might show worry, while a louder voice might show anger. As a manager, communicating face to face can allow you to convey your expectations in a firm tone so your team understands how to conduct themselves in the future. It may be helpful to invite the conflicting parties to the same room or conference call to explain their viewpoints.

Provides clarity to conversations

Clarity is important in conversations because people can occasionally misinterpret meaning in a written conversation. For example, you can lose the tone of the conversation in a text message or email, potentially causing confusion in your message or how you meant certain things. A face-to-face conversation can leave less room for misinterpretation, improving the overall clarity of your message. With consistent, clear communication, you can potentially improve employee relationships and reduce overall conflict. Without these distractions, teams can be more productive and create more consistent results, which benefits the organisation.Related: How to Start a Conversation (With Examples)

Saves time during the workday

A face-to-face conversation can also save time during the workday because you're clarifying intentions and expectations right away. Instead of sending several emails or text messages to attempt to relay a message, you can talk to the person, look at their face and ensure that they receive your message. This can be especially important for managers as they help direct the operations of an organisation. Clear, consistent communication can save a lot of time and affect the overall quality of the results.Related: What Is Direct Communication? (With Communication Tips)

How to improve face-to-face communication

Now that you understand why communicating face-to-face can be important, consider these steps for improving this kind of communication in your workplace:

1. Learn non-verbal cues

Non-verbal cues can be crucial to an effective conversation and necessary for communicating face to face. Non-verbal cues represent a significant portion of effective communication because they help with articulating thoughts and messages. For example, if you're happy about something, a smile may communicate the message that you're not upset, clarifying and solidifying your message for the listener. Focus on learning the non-verbal cues of your colleagues and what they mean because some people have their own unique cues.

2. Create communication spaces

Create spaces where people can freely communicate face to face. This might be a dedicated physical space in an office or even a digital space that employees or team members can access 24/7. Creating these dedicated spaces helps encourage employees to adopt face-to-face sessions instead of communicating digitally. You can help further this example by using these tools for meetings or important conversations. Communication spaces might also help employees feel they have a safe place to go to express themselves, which can encourage more consistent, open communication from everyone.Related: The Main Components of the Communication Process

3. Prioritise face-to-face meetings and communications

When you host meetings, calls or other gatherings for work, you can prioritise face-to-face meetings to encourage others to adopt this style of communication. For example, instead of hosting a call about the upcoming sales reports, consider a video chat instead where everyone can look at each other's faces. Face-to-face meetings can sometimes take more time to plan or host, but the benefits of choosing this method of communication can help outweigh any drawbacks from spending more time on it. Consider investing in tools like video chat platforms or extended office space to facilitate more face-to-face meetings.

4. Gather feedback from others

Feedback can be crucial for understanding whether your efforts are effective. If you host a face-to-face meeting or conversation, consider asking for feedback once it's over. Ask about the method of hosting, how you communicated and if the participants have any suggestions to help enhance future meetings. Feedback allows you to learn how you're communicating your message and whether there are any weaknesses in your communication style, platform or delivery. You can also provide feedback to create a system of accountability, feedback and professional advice that can improve communication and the organisation's overall work culture.Nonverbal communication is one of many tools that can help you make a good impression in interviews and in your professional life. However, candidate assessments should be based on skills and qualifications, and workplaces should strive to be inclusive and understanding of individual differences in communication styles.