Body Language: Meaning, Types, Significance and Importance | Kinesics

 Q. What do you mean by Body Language ? Discuss the types and significance of body language. 

OR

Q. What do you mean by Kinesics or Body Language ? Discuss the types and importance of body language. 

Ans. Meaning of Body Language: Body language is a prominent and an important medium of non-verbal communication. It communicates very rapidly even the most suitable ideas. Body language expresses internal feelings very clearly. Effect of motions, ideas, thoughts, attitudes and feelings is reflected in human behaviour. 

Non-verbal means like body movement, gesture, posture, eye contact, pitch variation, etc. communicate ideas and messages in an effective manner. 

Body language is also called Kinesics. In it a person transmits message by the movement of different parts of his body, such as, face, eyes, shoulders, head, hands, etc. For instance, nodding head up and down conveys agreement; shaking head from side to side means disagreement; movement of hand is a mark of greeting or good bye, affection or annoyance can be expressed by eyes. 

Thus, kinesics is a study of body movements and gestures. 

Types of Body Language: Body language may be classified into the following types :

(1) Postures: Posture refers to way of sitting and standing. Physical structure of everybody is nature-bestowed. It can be made more attractive and agile by regular exercise and yoga, etc. 

Since posture is less well controlled than voice, it may serve as a clue to emotional states which otherwise might be successfully disguised. While to some extent posture like facial, legs communicate non-verbal messages. Posture and movement can convey self-confidence, status or interest. A confident executive may have a relaxed posture and yet may stand more erect than a timid subordinate.  An interesting listener may lean forward toward the speaker, one who is bored may lean away, slump or glance at the desk. 

(2) Gestures: Gestures are physical movements of our arms, legs, hands, torsos and head nods. Through the movement of each of these body parts, we can assert and reinforce our verbal messages. And we can observe how others punctuate their verbal efforts with gestures. 

Gestures have a role of their own in communication. In oral communication proper co-ordination of speech and gestures render communication effective manifold. Ordinarily, however, gestures express emotion or describe objects of special shape and appear to be closely coordinated with speech.

According to Murphy, hand and arm gestures are used for several reasons : (i) To Emphasize; (ii) To Point; (iii) To Reject; (iv) To Describe.

In fact, gestures change with person and place. With change of time or person, meanings of gestures also undergo a change.

(3) Facial Expressions: The facial expression or the expression of the face is the most important feature of body language. We look at the face to determine much of the meaning behind body language and non-verbal communication. Argyle observes that facial expressions are used in close combination with speech to emphasize or modify meanings and to provide feedback. Vine has observed that a listener signals his responses to what is being said by small movements of the eyebrows and mouth, expressing surprise, pleasure, puzzlement, disagreement and other reactions. Similarly, a speaker signals through appropriate expressions the context which his speech is to be interpreted – whether it is serious, funny, friendly or cold.

Darwin believed that there is a small number of universal emotions and associated with these emotions are universal facial expressions. Subsequent research generally identified six basic emotions (happiness, surprise, sadness, fear, disgust and anger), from which more complex or blended emotions are derived. Basic emotions are associated with quite distinctive patterns of facial muscle activity: for instance, surprise is associated with raised eyebrows, dropped jaw, horizontal wrinkles across the forehead, raised upper eyelid, and lowered lower eyelid show posed versions of the six basic emotions. 

Some facial expressions are associated with basic emotions appearing to be fairly universal.

(4) Eye Contact: Eye contact, an older term for non-verbal channel refers more precisely to mutual gaze.

The amount and pattern of gazing is a rich source of information about people’s feelings, their relative status, their credibility and honesty and their competence and attentiveness.

An old cliche says, “Look a person in the eye when you talk to him.” This simply means that when you are communicating with others, try looking them in the pupil and let the pupils tell you their real feelings. Under certain conditions, the pupils may dilate or contract as per the attitude and mood of the individual. For example, when one is excited the pupils can dilate up to four-times their normal size. Whereas during ire, frustration, depression or any other negative mood, they are contract. 

In fact, the way you establish eye contact with someone speaks about your attitude or the situation in which you are communicating with him. 

Some studies divide gaze behaviour into three categories:

(i) Formal Gaze: This is appropriate for boardrooms, business meetings, job interviews, project presentation, public speaking etc. Here, one should look at the imaginary triangle on the other person’s forehead above the area between the eyes. With this kind of gaze, one will be able to control the interaction to an extent. 

(ii) Informal Gaze: This is suitable for interacting with friends and associates. In this case, let your gaze casually drop between the other person’s eye zone forming an imaginary triangle downward on thr area between his eye and chin. This will add a congenial to the interface. 

(iii) Lateral Gaze: This type of gaze is used to convey either your interest or hostility towards the other person or situation. Interest towards the other gender, especially in courtship, can be expressed by smiling and slightly raising the eye-brows. 

North Americans whites see eye contact as a sign of honesty. But in many cultures, dropped eyes are a sign of appropriate respect to a superior.

Puerto Rican children are taught not to meet the eyes of adults.  The Japanese are taught to look at the neck. In Korea, prolonged eye contact is considered rude. The lower-ranking person is expected to look down first. In Muslim countries, women and men are not supposed to have eye contact.

Eye movement and eye contact with complete facial expression convey their messages more effectively.

(5) Bodily Contact: Bodily contact includes hitting, pushing, holding, striking, shaking hands, embracing, touching and a variety of other activities. Their use varies with the type of relation and situation. 

Touch is perhaps the earliest form of communication we learn. Long before we learn language, we give and receive information by touch. There are many different types of touch of different parts of the body. The meaning of attach parries as a function of the type of touch, the context within which the touch occurs. From analysis of fifteen hundred bodily contacts between people, Jones and Yarbrough identified five discrete categories of touch :

(i) Positive affect: to communicate appreciation, affection, reassurance, nurturance or sexual interest. 

(ii) Playful: to communicate humour and playfulness.

(iii) Control: to draw attention or induce compliance.

(iv) Ritualistic: to satisfy ritualised requirements (for example, greetings and departures).

(v) Task-related: to accomplish tasks (for example, a nurse taking one’s pulse or a violin teacher positioning one’s hand).

To these can be added, negative affect (gently pushing an annoying hand away) and aggressive touches (slaps, kicks, shoves, punches). 

(6) Appearance: Appearance covers non-verbal impressions that affect receiver’s attitudes. Appearance may be of two types :

(a) Personal Appearance: Clothing, hairstyles, neatness, jewellery, cosmetics, posture and stature are part of personal appearance. They conveys impressions regarding occupation, age, nationality, social and economic level, job status. 

Terms such as smart, casual or business casual are symbols for appearance. It is important that you know what they mean in your particular environment. 

(b) Appearance of Surroundings: Aspects of surroundings include room size, location, furnishings, machines, architecture, wall decorations, floor (carpeted or bare), lighting, windows, view and other related features wherever people communicate orally. Surroundings will vary according to status and according to country and culture.

(7) Silence: Silences are a natural and fundamental aspect of communication, often ignored. Silences are not absence of communication. They are an integral part of interpersonal communication. In fact, effective communication between people depends heavily on silences because people take turns at talking and at being silent when listening. Silence forms a fascinating part of communication. 

There are different types of silences, each with a meaning of its own and different implications and consequences for communication. For example : (i) Silence when we are worrying about a problem on hand, is different from (ii) Silence, which occurs when we are listening attendively to a speaker or watching a movie. 

Silences cannot be lumped (mixed) all together. Each must be interpreted on its own. Reaction to each of these silences is different because each means something different.

Our silence stems (comes/arises) from different causes which is reflected in our actions, expressions and movements.

Silence may be appropriate or inappropriate depending on the situation. Responding silently to a situation which requires talking and not being silent when we should, is inappropriate. 

Importance/Significance of Body Language: Lesikar is of the opinion that the importance of body language is revealed by the fact that much of what we say to others without using words is sent through the physical movement of our body. The following facts reveal the importance of body language:

(1) Reveals the Working of Emotions: When we wave our arms and fingers, wrinkle our foreheads, stand erect, smile, gaze at another, wear a coat and tie and so on, we convey certain meanings and others convey meaning to us in return. In particular, the face and eyes, gestures, posture, and physical appearance reflect the inner workings of emotions in our bodies. 

The face and eyes are the most important features of body language. We look to the face and eyes to determine much of the meaning behind body language and non verbal communication. For example, happiness, surprise, fear, anger and sadness usually require definite facial expressions and eye patterns. Thus, you should be aware of these two aspects of body language as you speak and listen to others. 

(2) Reveals the status: The relative status of interactants can be very evident from body language.  Higher-status individuals adopt a relaxed, open posture with arms and legs asymmetrically positioned and a backward lean (bent for support) to the body. Lower status individuals adopt a more rigid, closed and upright posture with arms close to the body and feet together. 

(3) Replaces Verbal Communication: When verbal communication breaks down, non-verbal communication may serves as a substitute.

(4) Sustain (to support, to keep alive, to encourage) Verbal Conversation: Once a conversation starts, body language helps sustain it by providing a steady (fixed) stream (direction) of feedback information concerning the other person’s responses. Body language from posture and gestures may also help sustain communication by emphasizing or illustrating points made in the verbal message. Nods of the head, graunts and shifts of gaze or tone of voice are crucial. 

(5) Reveals a Person’s Attitudes and Traits: Body language provides cues to a person’s attitudes and traits and to his identity as a person. It shows intra-cultural differences.

(6) Reveals the Truth: Body language reveals the truth. In the words of Nancy Austin, “When people do not know whether to believe what they are hearing or what they are seeing, they go with the body language — it tells the truth. You can play fast and loose with words, but it is much more difficult to do with gestures”.

(7) Practical Application: Body language is a very important tool of practical application in real life. According to Marilyn Mapie, “When you can consciously ‘read’ what others are saying unconsciously, you can deal with the issue – at work and at home – before they become problems.

(8) Proxemics or Space Language, Time Language: The proxemics is the study of how we use space, time and surroundings in communication. Proxemics involves space and time and how they communicate in speaking and listening.

SWOT Analysis: Components, useful/uses in budiness

 Q. What is SWOT analysis ? What are its main components ? How is it useful in business?

Ans. Meaning of SWOT analysis: SWOT analysis is an analysis undertaken by business firms to understand their external and internal environment. The term SWOT consists of four words :

S — Strengths

W — Weaknesses 

O — Opportunities 

T — Threats

It is also known as WOTS–UP analysis. SWOT analysis is applied to formulate effective organisational strategies. The business firms can match through SWOT analysis, the strengths (S) and weaknesses (W) existing within an organisation with the opportunities (O) and threats (T) operating in the environment. An effective organisational strategy according to SWOT analysis is that strategy which capitalizes on the opportunities through the use of its strengths and neutralizes the threats by minimizing the impact of weaknesses. Thus, SWOT analysis enables a business firm to use its strengths to exploit the opportunities provided by the environment. On the other hand, threats of environment are neutralized by reducing its weaknesses to the minimum level. 

Components of SWOT Analysis: The SWOT analysis consists of following components:

1. Environment: The term business environment means the aggregate of all conditions, events and influences that surround and affect the business organisation. It may be of two types:

(a) External Environment: The external environment of a business firm is that environment which includes all the factors outside the organisation. These factors provide opportunities or pose (present or constitute (make) threats to the organisation. Thus, external environment provides opportunities as well as threats. 

(b) Internal Environment: Internal environment is that environment which includes all the factors within an organisation. These factors impart strengths or cause weaknesses of a strategic nature. 

In short, the environment in which an organisation exists can be described (i) in terms of opportunities and threats operating in the external environment and (ii) in terms of strengths and weaknesses existing in the internal environment. 

2. Strengths (S): The strength of a business organisation refers to an inherent capacity by which an organisation can gain important advantages over its competitors. For example, superior research facilities and presence of developmental skills are the strengths of a business organisation. These can be used as development of new products, enabling the business organisation to have competitive advantages over its competitors.

3. Weaknesses (W): The weakness of a firm refers to an inherent limitation of a business firm. It results in significant disadvantages for a firm in comparison to its competitors. For example, over-dependence of a firm on a single product line is its weakness. It can result in losses in times of crisis.

4. Opportunities (O): The availability of opportunity is a favourable condition in the organisation’s environment. It enables it to consolidate and strengthen its position in comparison to its competitors. For example, an increasing demand for the product, produced by the business organisation is an indication of an opportunity. 

5. Threats (T): The presence of a threat is an unfavorable condition in the environment of a business organisation. It causes damages to and creates a risk for the organisation. For example, the emergence of strong new competitors is a threat to the business organisations because of the possibility of a stiff competition. 

Uses of SWOT Analysis: Following are the uses of SWOT analysis: 

1. It helps to determine the strategy of the business.

2. It is used in the initial stage of decision-making.

3. Use of external and internal factors of this analysis, help in visualising a complete picture about the future of the business. 

4. It also helps in facing the competition successfully.

5. SWOT analysis is helpful in minimising the weaknesses and maximising the strengths of the business. 

We can conclude that SWOT analysis is a systematic approach to understand the environment and formulate strategic policies.

Communication barriers & how to overcome

 Q. What do you mean by communication barriers? Explain different types of barriers in brief.

Or
What are the barriers to communication? Give suggestions to overcome these barriers.

Ans. MEANING OF COMMUNICATION BARRIERS: Barriers basically refers to the hurdles or hindrances which obstructs the communication. By barriers, we mean hindrances or obstructions discovered from external, organizational and personal factors. These barriers to communication must be identified and removed for effective communication in an organization.

TYPES OF BARRIERS: Barriers of communication can be classified as under:
1. Semantic or Language Barriers: Semantic is the study of words or their meanings. The semantic barriers are those barriers which are related to language. The chief semantic or language related barriers are as under:

i) Wrongly Expressed Message: Because of complexity of language, there is always a possibility of wrong interpretation of the messages. This barrier is created because of the wrong choice of words, the wrong sequence of sentences and frequent repetitions. When the listener or reader draws different meanings of a word than the writer or the speaker; there arises a barrier.

ii) Faulty Translation: A manager receives much information from his superiors and subordinates and he translates it for the concerned employees acording to their level of understanding. Hence, the information has to be moulded according to the understanding of the receiver. If there is little carelessness in this process, the faulty translation can be a barrier in the communication.

iii) Unclarified assumptions: It has been observed that sometimes a sender takes it for granted that the receiver knows some basic things and therefore, it is enough to tell him about the major subject matter. This point of view of the sender is correct to some extent with reference to the daily communication, but it is absolutely wrong in case of some special message.

iv) Use of Technical Language: Some people like engineers, quality controllers, etc. do technical work. They have their separate technical language. Their communication is not so simple as to be understood by everybody. Hence, technical language can be a barrier to communication.

2. Organisational Barriers: Organizational barriers refer to obstacles that hinder the flow of communication within an organization affecting the capability of employees. Organisational structure greatly, affects the capability of employees so far as communication is concerned. Some major organisational hindrances in the way of communication are:

i) Organisational Policies: Organisational policies determine the relationship among all the persons working in the enterprise. For example, it can be the policy of the organisation that communication will be in the-written form. If this message can be expressed in a few word, it will take Iittle time. If the message is transmitted in writing it takes some time. Consequently, work gets delayed.

ii) Organisational rules: Organisational rules become barriers in communication by determining the subject-matter, medium, etc., of communication. Annoyed by the definite rules, the senders hesitate to send some of the messages.

iii) Status Relationship: In an organisation, all the employees are divided into many categories on the basis of their level. This formal division acts as a barrier in communication especially when the communication moves from the bottom to the top of the organisation.

iv) Complexity in Organisational Structure: More number of levels in an organisation results in delay in communication and information gets changed before it reaches the receiver. In other words negative things or criticisms are concealed. Thus, more the number of managerial levels in an organisation, more ineffective the communication becomes.

v) Less Organisational Facilities: Organisational facilities mean making
available sufficient stationery, telephone, translator, etc. Where these facilities are lacking in an organisation, communication will not be timely, clear and in accordance with necessity.

3. Personal Barriers: There are some barriers which are directly connected with the sender and receiver. They are called personal barriers. They have been divided into two parts:
I) Barriers related to Superiors: These barriers are as follows:

i) Attitude of Superiors: The attitude of top level superiors directly affects the flow of communication. If the attitude of superiors toward communication is unfavorable or they give no importance to communication, then it will be a barrier.

ii) Fear of Position: Everybody desires to occupy a high office/position in an organisation. In this hope, officers try to conceal their weaknesses by not communicating their ideas.

iii) Insistence (force, जिद) on Proper Channel: The top level superiors remain connected through communication with a view to getting their authority implemented. They do not like any irregularity in communication, when sometimes it is not possible to follow the proper channel of communication, particularly when the work has got to be done quickly. They consider such a situation against their authority and finally, they become a barrier in communication.

iv) Shortage of Time: The top level superiors feel that they are overburdened with excessive work and because of this they do not pay much attention to communication.

v) Lack of Attention: Sometimes top level superiors do not pay adequate
attention to the importance and utility of communication. As a result, the flow of communication gets hindered. Consequently , work performance gets delayed, and the enterprise has to face much inconvenience.

II) Barriers related to Subordinates: Subordinates related barriers are as under:

i) Unwillingness to Communicate: Sometimes the subordinates do not want to send any information to their superiors. When the subordinates feel that the information is of negative nature and will adversely affects them, an effort is made to conceal that information. If it becomes imperative to send this information, it is sent in a modified or amended form. Thus the subordinates, by not stating the facts, become a hindrance in communication.

ii) Lack of Proper Incentive: Lack of incentives to the subordinates creates a hindrance in communication. This is because of the fact that their suggestions or ideas are not given any importance. If the superiors ignore the subordinates, they become indifferent towards any exchange of ideas in future.

4. Emotional or Perceptional Barriers: The importance of communication depends on the mental condition of both the parties. A mentally disturbed party can be a hindrance in communieation. Following are the emotional barriers in the way of
communication:
i) Premature Evaluation: Sometimes the receiver of information tries to dig out meanings without much thinking at the time of receiving or even before receiving information, which can be wrong. This type of evaluation is a hindrance in the exchange of information and the enthusiasm of the sender gets dampened (reduced).

ii) Emotional Attitude: Some people are emotional by nature and lose their mental balance quickly and easily. If a superior happens to get agitated quickly, his communication, howsoever authentic it may be, remains ineffective. Similarly, if a receiver of the message is mentally upset or disturbed he will find unfavourable meaning in it.

iii) Poor Retention of Information: Poor retention of information means that with every transfer of information its reality gets reduced. According to an estimate, in oral communication there is a loss of 30% in every transfer of information. This is because of our carelessness. Hence, transfer of information being not in its actual reality is a big hindrance in communication.

5. Physical Barriers: Physical barriers are those barriers which are caused due to the faulty physical conditions. These barriers cause a lot of noise These include insufficiently insulated rooms from outside noises such as those of traffic filtering through, poor lighting, a typewriter clattering away in a nearby office and such like things as frequent movement of body posture, fiddling with a pen in the hand or even the arrival of coffee at a critical stage of an on going communication. 

Suggestions to overcome barriers to communication: It is essential to remove barriers in the way of communication keeping in view the importance of communication in a business organisation. Following steps are worth taking for the removal of barriers to communication:

i) Think about purpose and audience: The first step is to define goal in communicating. You must create a bridge of words that leads listeners or readers from their current position to your point. Before you can do this, of course, you have to know something about their current position.

(2) Tell the audience what you expect: After you have defined your readers' or listeners' needs, Let them know the purpose of the message (thus helping them recognize the relationship among the ideas you hope to convey), and tell them what main points they will encounter on the way (so that they can organize them into a rational framework). Even if you do not want to reveal controversial ideas at the beginning of the message, you can still give receivers a preview of the topics you plan to cover.

(3) Use of easy language: The language used in the communication should be simple, understandable and of the level of the receiver. The best way to do this is to balance the general concepts with specific illustrations. At the beginning, state the overall idea; then develop that idea by using vivid, concrete (real) examples. The most momorable words are the ones that create a picture in the receiver's mind by describing colors, objects, scents sounds and tastes. Specific details can also be very vivid (life like).

(4) Stick to the point: You can also help your audience by eliminating any information that does not directly contribute to your purpose. Many business messages contain too much material. But most receivers do not need everything. All they need are a few pertinent facts, enough information to answer their questions or facilitate their decisions by eliminating unnecessary ideas, you focus the other person's thoughts on those few points that really matter.

(5) Connect new information to existing ideas: By showing the audience how new ideas relate to familiar ones, you increase the likelihood that your message will be understood correctly. The meaning of the new concept is clarified by its relationship to the old. The receiver already has a wealth of information on the subject; all she or he has to do is apply it to the new idea.

Most of us approach anything unfamiliar with caution. When we discover that it is similar to something familiar, we become more confident. We accept this new idea and work on it more carefully.

(6) Emphasize and review key points: Call attention is the most important points of the message. You can do this with your words, your format and your body language. Underscore key points by calling attention to them visually. Use headlines, body type, and intended lists to emphasize major ideas. Re-inforce the text of your message by using charts, graphs, maps, diagrams and illustrations. If you are delivering the message orally, use your body and voice to highlight important concepts.

Before you conclude your message, review one or two of its essential points. Restate the purpose and then show how the main ideas relate to it.

It is a good idea to provide summaries at the end of major sections of a long message as well as at the end of a document or presentation. Such summaries not only refresh people's memories but also help simplify the overall meaning of complex material.

(7) Minimize noise: To the extent possible, you should try to eliminate potential sources of interference that stand between you and your audience. The key to getting through to the receiver often lies in the choice of communication channels and media. You should choose the method that will most likely attract the receiver's attention and enable him or her to concentrate on the message.

(8) Physically appealing written document: A written document seems the best choice, try to make it physically appealing and easy to comprehend. Use an attractive, convenient format and pay attention to such details as the choice of paper and quality of type. If possible, deliver the document when you know the reader will have time to study it.

(9) Eliminate environmental competition: If the message is to be delivered orally try to minimise environmental difficulties. The location should be comfortable and quiet with sufficient lighting and good sound system. Your own personality should be attractive to the audience to influence them. The more people who interfere in your message, the greater are the chances of its getting distorted. Thus, oral messages should have least interference on the part of the people.

(10) Facilitate feedback: Give the receiver a chance to provide feedback. If you are talking face-to-face with other person, feedback is immediate and clear. But if you are writing a letter, memo or report that will be read by several people, feedback will be delayed and mixed. Choose a form of communication that suits your needs. Some channels and media are more compatible with feedback than others. For example, if you want to send our message quickly, you must talk to the receiver face-to-face or by phone. If feedback is less important to you, you can use a written document or give a prepared speech.

In short, business communication is especially prone to misunderstandings because the message is complex, conditions are difficult and psychological or social differences often separate the sender and receiver. To overcome communication barriers, think about your audience, let them know what to expect, use vivid language, stick to the point that connects new ideas to familiar ones, emphasize and review key points, minimize noise, and provide opportunities for feedback.