6 Five Parts of Workplace Conversations (2.1.4)

Conversations at Work

Conversation is one of the primary ways we interact with others at work. But even everyday conversations can lead to misunderstandings. Because we speak so often, we may not notice how conversations unfold or shift from beginning to end. By understanding how conversations work, you can recognize their structure, know when it’s your turn to speak, and sense when they begin and end. These skills will help you become a more effective communicator.

Steven Beebe, Susan Beebe, and Mark Redmond (2002) describe five stages of a conversation. We will use their model and explain it in a way that connects to the workplace.

1. Starting the Conversation (Initiation)

This is where conversation begins. You show that you’re open to talking. This stage often includes small talk, which helps the other person feel comfortable before discussing the main topic. Openness can be shown through body language—walking toward someone, stopping at a respectful distance, facing them, making eye contact, and smiling.

Small talk helps people relax, especially if they don’t know each other well. You might ask how someone is, comment on the weather, or ask about weekend plans. Shy people may find this stage uncomfortable, while outgoing people often enjoy it. Learn to make small talk—even if it doesn’t feel natural—is important because it helps build good communication.

In some workplaces or cultures, people in higher positions—like managers—usually speak first. In others, either person can begin. What matters most is a willingness to talk and a reason to start.

2. Introducing the Topic (Preview)

After the conversation begins, the next step is to let the other person know what you want to discuss. A short phrase or sentence is often enough. For example:

• “Can I ask you about something?”

• “Let’s talk about safety before we begin.”

Stating your intention like this helps the other person understand the purpose of the conversation. People like to know what to expect, so offering a clear topic can make things smoother.

Sometimes, people talk introduce a topic indirectly. For example, a manager might want to address an employee’s lateness, but instead, say, “Traffic was really bad this morning, wasn’t it?” This gives the employee a chance to respond or explain. The manager might then give advice or set expectations—such as arriving earlier or making up the time.

3. Talking About the Main Point (Business)

This is the stage where you discuss the main reason for the conversation—often solving a problem, giving instructions, or sharing important information.

It helps to say how many things you want to cover—for example, “I have three quick points to go over.” This adds structure and helps keep the conversation focused. Even casual conversations tend to follow a natural flow. Being clear and organized helps everyone stay on track and avoid confusion.

4. Checking for Understanding (Feedback)

After the main points are shared, this stage helps ensure both people understand each other. It’s a chance to ask questions, repeat key points, or clear up confusion.

In some cultures, people confirm understanding through back-and-forth exchanges. In others, direct communication is preferred. Either way, it’s important to check that the message is clear. A simple question like “Are we good?” or “Does that make sense?” is often enough.

In international or multicultural workplaces, people may need more time to ask questions or confirm meaning. This shows respect—not a waste of time, but a sign of engagement.

5. Ending the Conversation (Closing)

The closing stage signals the conversation is finished. Like the opening, this can be shown with words (“Okay, thanks! Bye!”) or body language—like stepping back or turning slightly to indicate you’re about to leave).

Sometimes, new information is added right before the end—restarting the conversation. When someone says, “One last thing…” or “Before you go…,” the listener expects a quick wrap-up. If the speaker keeps talking, it can cause frustration.

To end politely, mention what will happen next. For example, “I’m heading to a meeting now, but let’s talk more tomorrow afternoon on the fifth floor, okay?” This signals the conversation is ending—while keeping the door open for future communication.

Attribution

This section was adapted from Chapter 15.2, “The Five Parts of Conversations,” in Fundamentals of Business Communication Revised (2022) and is used under a Creative Commons Attribution-ShareAlike 4.0 International License.

References

References are at the end of this chapter.