Notes on Unit 2 Btech

Concept of Non-Verbal Communication

Elements of Non-Verbal Communication- Gestures, Postures, Facial-expressions, Gaze, Eye

contact, and Space

Concept of Non-verbal Communication

(from first unit “Characteristics of Effective Communication”)

Effective communication
Effective communication takes into account both the verbal and non-verbal aspects of
communication.
Not organized by language
While verbal communication is organized by language, non-verbal communication is not.
Non-verbal communication refers to all communication that occurs without the use of
words, spoken or written.
Main parts of Non-verbal communication
It is concerned with body movements (kinesics), space (proxemics), and vocal
(paralinguistic) features.
Intentional and Unintentional
It includes all unwritten and unspoken messages, both intentional and unintentional.
Can’t hide Non-Verbal cues
Non-verbal cues, however, speak louder than words, as even though speech can be made
up, bodily expressions can rarely be masked well enough to hide one’s true feelings and
emotions.
Details that affect meaning of the message
Personal appearances, facial expressions, postures, gestures, eye contact, voice,
proximity, and touch are all non-verbal signals that influence the way in which a message
is interpreted and understood.
Vagueness
Though they have a profound impact on the receivers, it is difficult to analyse them
accurately.
This is because the interpretation of non-verbal cues is a very subjective concept, varying
based on people’s varied backgrounds (refer to cross-cultural communication).
Nevertheless, they must not be ignored, but recognized and understood as correctly as
possible.

Elements of Non-verbal Communication – Gestures, Postures,

Facial-expressions, Gaze, Eye contact, and Space,

KINESICS:
Kinesics is the study of the body’s physical movements.
It is the way the body communicates without words, i.e., through the various movements
of its parts.
You nod your head to indicate acceptance.
While speaking, listening, reading, or writing, we consciously use words to receive or send
ideas.
Why do we use words? Because they are the primary symbolic forms that convey our
thoughts.
On paper, words remain static; however, punctuation marks are used to convey pauses,
expressions, emotions, etc.
But in face-to-face communication, the message is conveyed on two levels simultaneously.
One is verbal and the other is non-verbal. For example, suppose you are congratulating
two of your friends on their successful interviews. If you extend your hand to them with a
big smile on your face along with the utterance, ‘Congrats’, your appreciation has more
impact on them than the word in isolation.
Your smile and the handshake are kinesics, which enhance the impact of your verbal
communication.
The non-verbal part of any communication is not as deliberate and conscious as the verbal
part. Rather, it is subtle and instinctive, and often involuntary.
It is important to study body language because it is estimated that the verbal component
of oral communication carries less than 35 percent of the social meaning of the situation,
while more than 65 percent is attributed to body language. People react strongly to what
they see.
Body Language

When a speaker presents himself/herself, we see him/her before we start hearing

him/her.
Immediately, we begin developing impressions of his/her abilities and attitudes based on
the non-verbal signals he/she sends.
This is why body language is so critical in oral communication.
Body language includes every aspect of our appearance, from what we wear, how we
stand, look, and move, to our facial expressions and physical habits, such as nodding the
head, jingling change in the pocket, or fiddling with a necktie.
Our use of space and gestures are other key indicators.

Personal appearance
Personal appearance plays an important role; people see before they hear.
Just like we adapt our language to the audience, we should also dress appropriately.

Appearance includes clothes, hair, accessories, cosmetics, and so on.

Today, the purpose of clothing has altered from fulfilling a basic need to expressing
oneself.
Clothes also accentuate the body’s movements, and the choice of clothes reveals a lot
about the wearer’s personality and attitude.
Personal appearance must be so planned that it communicates effectively to others.
Even before a speaker utters his/her first syllable the audience begins to form an opinion
about him/ her and visualizes the way he/she is going to talk (Predict).
One’s appearance may put the audience into a resistant or hostile attitude or induce in
them a receptive mood.
To be clean and well groomed, conforming to the need of the occasion, is of utmost
importance.
Appearances communicate how we feel about ourselves and how we want to be viewed.

Posture
Posture generally refers to the way we hold ourselves when we stand, sit, or walk.
One’s posture changes according to the situation.
If nervous, one would normally be seen pacing, bobbing the shoulders, fidgeting with
notes, jingling coins, moving constantly, or staying glued to the ground.
When we are with friends, we are probably spontaneous.
We are not conscious about our posture and our physical movement is natural.
But when we encounter an unfamiliar situation, we become more conscious of our
posture. For instance, during an oral presentation, stiff positions, such as standing akimbo
(with hands on hips and elbows pointing away from the body), send the message of
defiance or aggression.
It is always better to lower the hands to one’s sides in a natural, relaxed, and resting
posture.
Standing, sitting, or walking in a relaxed way is a positive posture, which will encourage
questions and discussion.
Also being comfortably upright, squarely facing an audience, and evenly distributing one’s
weight are aspects of posture that communicate professionalism, confidence, attention to
detail, and organization. The way one sits, stands, or walks reveals a lot:

• Slumped posture—low spirits

• Erect posture—high spirits, energy, and confidence
• Lean forward—open, honest, and interested
• Lean backward—defensive or disinterested
• Crossed arms—defensive and not ready to listen
• Uncrossed arms—willingness to listen Gesture

Gestures
Gesture is the movement made by hands, head, or face.
Skillful and appropriate gestures can add to the impact of verbal communication.
A well-timed gesture not only drives a point home but also enhances the value of what is
being said.
Similarly, an awkward gesture (like playing with a key chain or button) can mar the
effectiveness of the message.
Gestures clarify our ideas or reinforce them and should be well suited to the audience and
occasion.

Gestures are more numerous than any other form of non-verbal communication, and the
meanings attached to them are diverse.
It has been observed that there are as many as 700,000 varied hand gestures alone
(Birdwhistell 1952), and the meanings derived from them may vary from individual to
individual.

Gestures should not divert the attention of the listener from one’s message.

They should be quite natural and spontaneous.

Be aware of and avoid irritating gestures such as playing with a ring, twisting a key chain,
clasping hands tightly, or cracking knuckles.
Gestures can roughly be divided into the following types.
• Enumerative—numbers
• Descriptive—size of the objects
• Symbolic—abstract concepts
• Locative—location of an object
• Emphatic—emphasis

Facial expression
Along with postures and gestures, facial expressions also play an important part in non-
verbal communication.
The face is the most expressive part of our body.
A smile stands for friendliness, a frown for discontent, raised eyebrows for disbelief,
tightened jaw muscles for antagonism, etc.
Facial expressions are subtle. They can be used in a variety of ways to aid, inhibit, or
complement communication.
The face rarely sends a single message at a time.
Instead, it sends a series of messages—facial expressions may show anxiety, recognition,
hesitation, and pleasure in quick succession.
Facial expressions are difficult to interpret.
Though there are only six basic expressions, there can be many shades and blends of these.
Also, people tend to hide their true feelings, and project expressions that are appropriate
according to the circumstances. The six basic facial expressions are:

• Happiness
• Surprise
• Disgust
• Fear
• Anger
• Sadness

(Check Image attached in Eye contact)

Eye contact (Gaze)

Eyes are considered to be the windows of the soul.
We look at the eyes of a speaker to find out the truthfulness of his/her words, intelligence,
attitudes, and feelings.
Eye contact is a direct and powerful form of non-verbal communication.
We use our eyes to cull information. Eyes are also a rich source of feedback.
Looking directly at listeners builds rapport.
Prolonging the eye contact for three to five seconds (without, however, giving the
impression of staring) tells the audience that the presenter is sincere in what he/she says
and that he/she wants us to pay attention.
Eye contact is especially important when we start a conversation.
Our upper eyelids and eyebrows help us convey an intricate array of non-verbal messages.
Arabs, Latin Americans, and South Europeans look directly into the eyes.
Asians and Africans maintain far less eye contact.
In the professional world one should make personal and pleasant eye contact with the
listeners.
Eye contact shows one’s intensity and elicits a feeling of trust.
A direct look conveys candour and openness.
This direct and powerful form is a signal of confidence or sincerity;
therefore, experienced speakers maintain longer eye contact.
The eyes should convey the message, ‘I am pleased to talk to you, do believe in what I am
saying?’
Space

PROXEMICS

Proxemics is the study of physical space in interpersonal relations.

Space is related to behavioural norms.
The way people use space says a lot about them.
In a professional setting, space is used to signal power and status.
For instance, the head of a company has a larger office than junior employees.
Gestures should be in accordance with the space available.
When there is plenty of space to manoeuvre, one should move more boldly and expand
one’s gestures.
When seated at a table, one should use milder gestures.
One can even subtly reach out over the table to extend one’s space. This expresses control
and authority.
It is possible to learn a great deal about how to manipulate space by watching dynamic and
influential speakers.
Interestingly, like kinesics, proxemics also has cultural variations.
A Latin American or French person is likely to stand closer to another person when
conversing than an Anglo-Saxon would in the same situation.
Americans, addressed from a close distance, may feel offended or become aggressive.
Studies show that Americans, unlike many other nationals, avoid close contact with one
another in public places.
Indians decide the distance based on the relationship. They prefer to maintain distance
with elders and a superior person. However, with a friend they may maintain less
distance.
Edward T. Hall (1966) divides space into four distinct zones (see Figure 3.1).

Intimate
This zone starts with personal touch and extends just to 18 inches (one and a half feet).
Members of the family, lovers, spouses, relatives, and parents fall under this zone.
The best relationship that describes it is the mother–child relationship.
This zone does not need active conversation.
One can whisper or make unintelligible sounds but still be able to communicate.
Other individuals come close for a very brief period and only under special circumstances
— when they want to congratulate, sympathize, or console. A handshake, a pat on the
back, or a hug, all come into this zone.

Personal
This zone stretches from 18 inches (one and a half feet) to 4 feet.
Close friends, colleagues, peers, etc. fall in this zone.
Instead of whispering sounds or utter silence, there can be normal conversation in this
zone.
Though this zone is personal, it is quite a relaxed and casual place.
It permits spontaneous and unplanned communication.
Sitting or standing so close brings one closer to the listener and gives the impression of
friendliness and warmth.

Social
Social events take place in the radius of 4 feet to 12 feet.
In this zone, relationships are more formal and official.
People are more cautious in their movements.
These situations involve less emotion and more planning.
The number of people decides whether it should be a sitting– sitting or sitting–standing
position.
It is through experience that one decides which position to take.
If the number of people is less and eye contact can be maintained, a sitting–sitting
position can be used.
To be authoritative with a large audience, a sitting–standing position is used.

Public
This zone starts from 12 feet and may extend to 25 feet or to the range of eyesight and
hearing.
Events that take place in this zone are formal.
Here the audience views what is happening as an impartial observer.
The degree of detachment is very high.
The audience is free to do whatever it feels like.
Here the speaker has to raise his/her voice to communicate to others or use a
microphone.
Public figures like the prime minister of a country, for example, have to maintain this
distance for security reasons.

Chronemics
Chronemics is the study of the use of time in nonverbal communication, though it carries
implications for verbal communication as well. Time perceptions include punctuality, willingness to
wait, and interactions.