Why Your Responses and Reactions Matter in the Workplace

In the fast-moving, high-pressure environments many of us work in, it’s easy to focus on what’s urgent and forget how much our responses and reactions impact those around us.

Whilst we may be preoccupied with our daily to-do lists, contributing to ideas and showing up for our colleagues, our behaviour may not always be at the forefront of our attention. The way we speak to each other, our body language and facial expressions all demonstrate the thoughts and feelings we hold inside. It is said that around 60% of our communication as a species is non-verbal. Meaning that, in one way or another, we share how we feel almost all the time!

Psychologist Albert Mehrabian's research has shown that the tone of voice and body language significantly impact how emotions are perceived, especially when they contradict spoken words.

So this means that how we respond often matters just as much as what we say.

Whether you’re giving feedback, addressing conflict, or simply replying to an email, your reactions send signals. About your mindset, your emotional awareness and how much you value your colleagues.

Let’s go into more detail as to why it does really matter.

1. It Reveals Your Thinking Style

Every reaction you give is a little window into your decision-making process and, by extension, your emotional intelligence. 

Psychologists talk about two primary modes of thinking:

System 1: Fast, automatic, instinctive. It’s great for quick decisions but often runs on mental shortcuts and unconscious bias.

System 2: Slow, deliberate, and conscious. It takes more effort but allows for reflection, perspective-taking, and more balanced decisions.

When someone asks a question or challenges your point, do you instantly react without pausing? That could be your System 1 speaking. Efficient but potentially driven by habit, emotion or assumption. On the other hand, if you take a breath, ask a clarifying question, or say, “Let me think about that,” you’re leaning into System 2. Which signals to others that you value accuracy and thoughtfulness over speed.

In an emotionally intelligent workplace, it’s not about eliminating System 1. Sometimes speed is essential. It’s about recognising when to switch gears into more conscious thinking, especially in moments that involve people’s feelings, reputations or long-term decisions. The way you respond shows whether you’re willing to challenge your own snap judgments and approach situations with intention.

Here is a scenario below that demonstrates these two styles of thinking. 

‘Sarah’s Idea’

It’s the weekly team meeting, and everyone’s gathered around the conference table (or their screens). Sarah, one of the quieter team members, speaks up:

“I’ve been thinking about how we could streamline the way we handle client requests. I have an idea that might save us time.”

A system 1 reaction:

Without missing a beat, James, the team lead, leans forward. “We tried something like that two years ago,, it didn’t work.”

Sarah’s smile fades. She nods politely but stays silent for the rest of the meeting. The idea is never explored and the team misses out on the chance to see if it could be adapted for today’s needs.

A system 2 reaction:

James pauses for a moment, resisting the urge to jump in. “That’s interesting, Sarah. Could you walk us through how you see it working?”

Sarah shares her thoughts, and the team starts building on her idea. They realise that with a few tweaks, it could actually solve a current bottleneck. Sarah feels heard, the team feels engaged, and a potential improvement is now in motion.

Moments like this aren’t just about the idea being shared. They’re about trust, respect and how safe people feel to contribute. Your thinking style shapes whether others feel encouraged to speak up or shut down. By consciously shifting from an automatic, bias-driven reaction to a thoughtful, curious response, you send a powerful message that says: I value your perspective, and I’m willing to consider it. 

Over time, this builds a culture where innovation thrives and people bring their best ideas forward.

2. It Helps Increase Your Self Awareness

Self-awareness is the foundation of emotional intelligence. It’s the ability to recognise your emotions, understand how they affect your behaviour, and see how you’re coming across to others. In the workplace, your responses and reactions are often the clearest indicators of your self-awareness in action.

For example, if you notice that your voice is rising in frustration during a discussion, you might choose to slow your speech and soften your tone. If you catch yourself interrupting, you can pause and actively listen instead. These small adjustments signal to others that you’re not operating purely on autopilot, but rather you’re paying attention to the impact you’re having in real time.

Self-awareness also means knowing your triggers. If a certain topic, person, or situation tends to provoke a strong reaction, you can prepare yourself mentally before entering the conversation. 

That preparation; whether it’s deep breathing, reframing your mindset, or reminding yourself of the bigger picture. It helps you respond in a way that reflects your values rather than just your momentary emotions.

When leaders and team members demonstrate high self-awareness, they create an environment where communication feels safer, misunderstandings are reduced and conflicts are managed with greater respect. It’s not about being perfect; it’s about catching yourself quickly and choosing a response that aligns with who you want to be at work.

Here’s an activity that you can use to help you become more self-aware.

For one week, keep a small notebook or use a notes app to track your workplace interactions. Each time you notice yourself reacting strongly. Whether it’s frustration, excitement, defensiveness, or pride, jot down:

• What happened – Briefly describe the situation.

• Your initial reaction – What did you do or say, and what emotions were present?

• Your body cues – Did your shoulders tense? Did your tone change?

• The outcome – How did the other person respond?

• Your reflection – Could you have responded differently? What might you try next time?

• At the end of the week, review your notes and look for patterns:

• Are certain people or topics triggering similar reactions?

• Do you notice any recurring body language?

• Are there moments you’re proud of and want to repeat?

  
  

Over time, this practice helps you catch emotional triggers earlier, manage your non-verbal cue and respond in ways that align with your values and the culture you want to help create.

Because communication isn’t just about the words you choose. It’s about the signals you send without even realising it. Which leads to point number 3 of ‘Why Your Responses and Reactions Matter in the Workplace’

3. Your Body Language and Facial Expressions Speak Too

   
   

A furrowed brow, crossed arms, a sigh, or avoiding eye contact can communicate disapproval, boredom, or frustration, even if that’s not what you mean. On the other hand, open posture, nodding and a relaxed facial expression can make colleagues feel valued, heard and more at ease.

In emotionally intelligent workplaces, awareness of your non-verbal cues is essential because people respond as much to how something is said as to the words themselves. Think of it as a silent language that’s constantly running in the background, influencing trust, morale and cooperation.

Sometimes, these cues are unconscious. Shaped by habit, mood or stress. The key is to notice them in the moment so you can align them with the message and tone you actually want to convey.

Studies consistently show how much nonverbal communication shapes workplace relationships:

• A 2025 workplace communication survey by Rhea Singh found that 76% of professionals rely heavily on body language to interpret meaning in meetings, and 72% believe nonverbal cues often convey more than words.

• Leaders who display open body language and positive facial expressions are perceived as more trustworthy. Regardless of what they’re actually saying.

• In recruitment research, candidates who used appropriate gestures, maintained eye contact and smiled were rated more favourably. Even subtle cues, like relaxed shoulders or leaning forward, influenced hiring decisions.

Have you heard of the Social Mirror Theory?

Social Mirror Theory explains how people subconsciously mimic the body language, facial expressions, gestures and even speech patterns of those around them. This mirroring isn’t just accidental, it’s a powerful social tool rooted in our brain’s natural wiring for connection.

When you see someone smile, you often smile back without thinking about it. When a colleague leans in attentively, you might naturally mirror that posture. This nonverbal ‘echo’ fuels feelings of rapport and mutual understanding, even if neither person is consciously aware of it happening.

So then think about this from another side. If you frowned instead, or spoke to everyone with your arms folded and an exasperated look on your face. How long do you think that will rub off on other people? This is a small demonstration of how the whole workplace culture can easily adapt to the behaviours of just one person. Especially if that person is a leader, manager or has decision-making power. It really impacts how we behave towards each other; verbally and non-verbally. In professional settings, mirroring can be a powerful way to build trust and improve collaboration. This rapport makes it easier to navigate difficult conversations, resolve conflicts, and work together on complex projects. 

Your responses and reactions are more than fleeting moments. They’re powerful signals about who you are, how you think and how much you value the people around you. Whether it’s the words you choose, the pause you take before speaking, the way you listen. Each choice shapes the workplace culture.

Emotional intelligence turns these everyday exchanges into opportunities. 

Opportunities to demonstrate patience, to think consciously rather than react automatically, to show self-awareness and to lead with empathy.

At The EQi Glow, we help individuals, leaders and teams strengthen these skills through tailored training, workshops and coaching. Our programmes give you the tools to respond with clarity, manage workplace dynamics with confidence. This training gives your people an opportunity to build a culture where they feel valued.

If you’re ready to transform your workplace interactions into a source of innovation and growth, get in touch with us today.

Let us be the glow up you need!