Communication is easier when we can rely not only on words but also on gestures, movements, and facial expressions—commonly known as body language. According to the well-known 55/38/7 rule, communication is made up of 55% body language, 38% tone of voice, and just 7% the actual words we use. However, this ratio applies to face-to-face interactions.
So what happens when we’re on the phone—especially in a language that’s not our own—and we lose over half of our communicative power? Does body language simply vanish? Or do we find ways to compensate?
Let’s explore five effective strategies to handle work-related phone calls in a second language when body language is no longer part of the conversation.
Strategy #1: Tone Is Your Best Ally
Every language has natural interjections we use while thinking—such as “um…” in English, “eh…” in Spanish, “あの…” in Japanese, or “呢个…” in Cantonese. These fillers are normal, but overusing them can make you sound insecureor even unprofessional.
Instead, focus on using your tone to express confidence—even if you're just communicating the basics. Clear, steady speech tells the listener that you’re engaged and in control, and can go a long way when body language is missing.
This brings us to our next point: using confirmation expressions to show you’re actively listening.
Strategy #2: Let Them Know You Understood
Active listening becomes even more crucial on the phone. Before answering, shift your mindset. Replace thoughts like,
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“Oh no, a call in Spanish—they speak so fast!”
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“My Swedish boss is calling—I can’t follow his accent!”
with:
“I have strategies I can use to manage this.”
“I may make mistakes, but I can make myself understood.”
Use the following confirmation techniques to make the other person feel heard—and to help you stay on track:
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Paraphrasing – Restate the message in your own words:
“So, just to confirm, you're saying that…”
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Repetition – Repeat what you heard word for word:
“Let me repeat that to make sure I got it right…”
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Clarification Questions – Ask for confirmation on a detail:
“Did you mean that the deadline is next Monday?”
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Summarizing – Recap the main points clearly:
“To summarize, we need to send the report by Friday and include the new data, correct?”
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Requesting Confirmation – Directly ask for feedback:
“Is that correct?” / “Did I understand that properly?” / “Am I following you?”
Strategy #3: Use Visual Cues
Phone calls in another language can be stressful. One helpful trick is to keep visual prompts at your workstation. These could be:
Having these cues in sight can boost your confidence, keep you calm, and help you remember what to say in the moment.
Strategy #4: Practice Makes Progress
Take time to practice off the phone. Create mock conversations or write short scripts for typical calls you expect. Build a personal phrasebook with:
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Useful expressions for starting, managing, and ending calls.
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Key job-related vocabulary.
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Phrases that help you buy time or clarify meaning.
This practice will help you sound more natural and sharpen your professional tone.
Strategy #5: Don’t Rush—Pause with Purpose
Finally, give yourself permission to slow down. Pausing is not a sign of weakness—it’s a smart strategy to:
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Think before responding.
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Process what was said.
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Breathe and stay calm.
Speak clearly and at a steady pace so your pronunciation is easy to follow. Slow, intentional speech often comes across as more confident and more professional—especially on the phone.
Conclusion
Losing body language doesn’t mean losing connection. With the right strategies—tone, confirmation techniques, preparation, visual aids, and pacing—you can handle phone calls in another language with clarity and confidence.
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3 Phrasal Verbs Imprescindibles:
https://oxinity.com/en/blog/?post=4620&idc=141333&f=20250519