Analysis of Non Verbal Communication - Report Example

Analysis of Non Verbal Communication Communication Process Communication plays a key role in human interpersonal relationships and lays the foundation for effective individual, organizational or social activities. Communication can be seen as “Sharing of Meanings” and a sense making exercise. A communication encounter consist of a sender, receiver and a context whereby the sender encodes a message and sends it to the receiver via a medium of communication and the receiver decodes it and receives it. A feedback from the receiver to the sender will complete the encounter (Weiss 2001). However in reality the process is not perfect and distortions occur at both encoding and decoding phases where by the message intended in not received and feedback rarely comes in to complete the process. Barriers to effective communication come from various forms such as anxiety due to time constraints, defensiveness, haste as well as language deficiencies. Competing messages and previous experiences can also act as barriers to effective communication. In the encoding phase, the sender has a choice of not only verbal elements such as words but also silence, gestures and non verbal cues, pictures, sounds or space. When these communication elements reach the receiver, meanings are attached to these elements of the message. It is here that different interpretations of the same message by different people takes place due to individual experiences, cultural influence and other influencing factors surrounding the communication encounter. Overview of Non Verbal Communication Non verbal communication includes body language such as gestures, facial expressions, stature, tonal variations, voice variations as well as object communications such as clothing, artifacts etc. Hall’s studies on communication, specifically within a cross cultural context identified non verbal communication tools categorized as proxemics and kinesics. Personal space between communicating parties, dimensions of time, smell, touch, space as well as territoriality were considered within the proxemics while bodily movements as gait, gestures, facial expressions, eye movement and voice tonality were included within the Kinesics. Ekman and Friesen (1969) discussed kinesics within five categories as emblems, illustrators, affect displays, regulators and adapters (Dahl, S. (1999). Hall’s Theory of Silent Languages explains how non verbal communication takes place through language if time, space, space and friendships. He proposed that these dimensions transmit different messages depending on cultural difference. Analyzing Non Verbal Communication According to various studies, it is now established that verbal communication is only 20-30% of the communication process during interpersonal communication and rest of is accounted by non verbal forms of communication. And facial expressions account for almost 55% of the non verbal communication while tonality accounts for the rest. Some studies such as Fromkin and Rodman’s (1983) indicate this figure to be as high as 90:10 composition. Some times, people communicate verbally one message but the non verbal communications such as body language may contradict it. At such times the non verbal cues are more likely to reflect the actual status of mind and feelings of the communicator. Having a good understanding of what some of the non verbal communications may say about a person will assist in all our interpersonal dealings. Be it a high profile international business negotiation or a simple sales call the usefulness of understanding body language will be useful so that the other party’s response can be gauged and responded to without relying on the verbal component of the communication. For example, the concept of Silent Approval proposed by Schelflen identifies a mimicry tendency within small group settings which indicates agreement (Boe 2007). A person trying to convince a group of people, i.e. in a business venture presentation or a negotiation meeting should look out for such non verbal cues indicating agreement so that the transition to “deal closing” phase can be initiated. If disagreement is indicated by the non verbal communications, more persuasive points may have to be introduced to the discussion. Head movements such as nodding of head up wards down wards as well as side to side is usually to indicate agreement or disagreement. Hand movements also transmit a range of non verbal messages such as a person being agitated or tense as well as calmness or uncertainty. Eyes which are termed as “windows to ones soul” are a main mode of non verbal communication. Avoiding eye contact is seen as an indication of timidness or disagreement as well as a sign of deceptiveness. Blinking eyes in various directions are associated with a person trying to remember or person lying while upward movement of eyes coupled with pursed lips are associated with decision making (Boe 2007). When a person stand tall and straight with shoulders pulled back, the emanating nonverbal message through such posture is linked with leadership and power. Crossed legs are deemed as a sign of defensiveness while a person turning away from speaker is considered as rejection or denial. Observation of Non Verbal Communication In applying the awareness and knowledge of non verbal communication, following three persons were observed during different interpersonal communication encounters for identifying their non verbal communication. Subject 1 observed was a short listed candidate for a junior executive position meeting company CEO for final interview. The observation was done during his waiting time to be called in as well as during his interview. The person’s non verbal communication indicated a high level of anxiety while waiting where he sat and stood up several times and repeated the act of leafing through his credentials and portfolio file. During the interview questions pertaining to his previous work experience was answered with his eyes moving upwards and then coming downwards when he resumes talking which indicated that he is recalling some actual information and was not reciting a memorized answer or making up stories. His constant hand wringing action indicated high stress level common in final interview settings where young candidates are somewhat overwhelmed by meeting the CEO. Subject 2 observed was a woman who was a prospective buyer, with whom a sales promoter was interacting with. The promoter was persuading her to purchase a new fruit drink made out of an exotic fruit called dragon fruit, citing its health benefits. The non verbal communications observed such as the woman turning away from the promoter and continuing to shop. When prompted for a final decision, the woman looked over her glasses and tapped her chin. This indicated critical judgment and staling of decision making. The inexperienced promoter continued to try and close the deal where by the woman turned and walked away with a side to side shake of her head. The 3rd subject was a CEO of a company and an industry leader delivering a key note speech at a sales convention. He was observed at most times to speak with his hands making expansive gestures, smiling broadly with confidence and speaking with an authoritarian note in his speech, using a wide variety of tones to punctuate his speech. During the informal gathering which followed the speeches, his nonverbal cues such as languidly leaning back in his chair, fingers laced together at the back of his head indicated sense of power and leadership. Influence of Culture on Communication process Different cultures interpret verbal and non verbal communications differently same word or gesture can have two different meanings depending on the cultural context. Cross cultural communication “occurs when a person from one culture sends a message to a person from another culture” (Adler, 1991 cited in Weiss, 2003, page. 185). In such a scenario, the interpretation of non verbal cues may be inaccurate and culturally influenced, distorting the intended message. How people negotiate, communicate and agree or disagree across different cultures differ markedly and this can be explained by Neutrality vs. Affectivism dimension (Trompenaars and Hampden-Turner, 1998), which refers to the degree to which people display their emotions. For example, Japan is a neutral culture with somber mannerisms especially in formal business dealings. In contrast, Americans, or British although rather neutral compared to highly affective cultures as Italian or French, can be seen as highly expressive by Japanese counterparts. In negotiations, Americans are direct in expressing their disagreement (Hall, 1963 cited in Weiss, 2003). In Arab countries it is common for communicating parties to have very short social distances while this may appear rude in Western countries. In Asian countries, use of left hand for touching food is considered uncivilized. Use of clothing such as long covering robes and white colour to communicate respectfulness, chastity and holiness is common in Asian continent and necessary if attending holy places or funeral rituals. With such wide variations in cultural interpretations and associations with different non verbal communications, one must pay attention to educate oneself of different interpretations of non verbal communications within different cultural settings as assessment will differ based on cultural connotations and influences While some gestures such as hands held high above head in surrender or hand to mouth indicating eating or hunger, are universal, most body language and even voice tones are assessed and interpreted differently by people from different cultures. While the “Thumbs up” sign is considered as to communicate “it’s all right” while in Greece this is an obscene gesture (Hill 2001).When persons of Arab origin speaks their language, the tonality is such that people from Asian countries where the languages are spoken with soft sing song tones find it harsh and misinterpret the communication. As it is important to ensure nonverbal communications does not convey wrong messages within cross cultural settings, those who take part in cross cultural communications should attempt to educate themselves especially of body language which is deemed as inappropriate. Conclusion Non verbal communication which we all are familiar with yet not has insight in to at times play a major role in the interpersonal communication process. Therefore the importance of being aware of and having a knowledge of what messages the non verbal communications such as body language, clothing etc is transmitting is for not only understanding what the other party is communicating but also to control what is being communicated by us. Sometimes our non verbal cues contradict and belie what we are saying with verbal communication and to ensure that the receiver is not confused with dual messages or intended message is not received, controlling ones non verbal cues becomes important. As organizations are increasingly getting involved in cross cultural dealings, the importance of understanding the influence culture plays in deciphering non verbal communications has become critical. Therefore, gaining an insight in to what is said through silent modes of communication becomes a key to successful interpersonal communications and for overall success of relationships in both organizational and personal context. References: Argyle. M. “Non verbal Communication in Human Social Interactions”. Chapter 9 in . Non Verbal Communication, edited by Hinde. R.A. (1979) London: Cambridge University Press. Page. 243-268 Calero. H. C. 2005. “ The Power of Non-Verbal Communication: What You Do Is More Important Than What YOU Say.” Chapter 4 “Facial Expressions” Washington: Silverlake Publishing. Page 63-74. Dahl, S. (d.n.) “A short introduction to nonverbal communication” Retrieved on 31.08.2007 from http://stephan.dahl.at/nonverbal/non-verbal_communication.html Fromkin, V., J. Rodman & Nina, H. (1983). An Introduction to Language. Chapter 1, “What is communication?” New York:CBS College Publishing. Pag.20. Hall, E. T. (1981) Silent Languages. Chapter 1, “Voices of Time” New York: Anchor Books Page. 20 . Hill, C.W.L. International Business (2003) Chapter 3 – “Differences in Culture” (2003). 4th ed. New York: McGraw-Hill. Page. 103. Tompenaar, F. & Hamden-Turner, C. (1998) Riding the Wave of Culture: Understanding Diversity in Global Business. Chapter 6- “Feelings & Relationships” 2nd ed. New York: McGraw Hill Companies. Page 70-73. Weiss, J.W. (2001) Organizational Behavior & Change, Chapter 6 –“Communication” 2nd ed. Ohio: South-Western Collage Publishing. Page 162 -175. Boe, J. (2007) “Actions Speak Louder Than Words” Retrieved on 31.08.2007 from http://hodu.com/louder.shtml Read More