Effective Communication Practices
Non-Verbal Communication Practices
Non-Verbal Communication
Body Language[1]
Chances are you have had many experiences where words were misunderstood, or where the meaning of words was unclear. When it comes to nonverbal communication, the meaning is even harder to discern. You can sometimes tell what people are communicating through their nonverbal communication, but there is no foolproof “dictionary” of how to interpret nonverbal messages.
Nonverbal communication is the process of conveying a message without the use of words. It can include gestures and facial expressions, posture, and where you stand as you communicate. It can help or hinder a clear understanding of your message, but it doesn’t reveal (and can even mask) what you are really thinking.
Nonverbal communication involves the entire body, the space it occupies and dominates, the time it interacts, and not only what is not said, but how it is not said. Confused? Try to focus on just one element of nonverbal communication and it will soon get lost among all the other stimuli. Consider one element, facial expressions. What do they mean without the extra context of chin position, or eyebrows to flag interest or signal a threat? Nonverbal action flows almost seamlessly from one movement to the next, making it a challenge to interpret one element or even a series of elements. How well can you correctly identify the feelings behind facial expressions?
Nonverbal communication is irreversible. In written communication, you can write a clarification, correction, or retraction. While it never makes the original statement go completely away, it does allow for correction.
Unlike written communication, oral communication may allow “do-overs” on the spot: you can explain and restate, hoping to clarify your point. In your experience, you’ve likely said something you would give anything to take back, and you’ve learned the hard way that you can’t. Oral communication, like written communication, allows for some correction, but it still doesn’t erase the original message or its impact.
Nonverbal communication takes it one step further. You can’t separate one nonverbal action from the context of all the other verbal and nonverbal communication acts, and you can’t take it back.
Types of Nonverbal Communication[2]
Now that you have learned about the body language aspect which applies to nonverbal communication, here are eight types of nonverbal communication signals to further understand this challenging aspect of communication:
- Space
- Time
- Physical Characteristics
- Body movements
- Touch
- Paralanguage
- Artifacts
- Environment
Space
When we discuss space in a nonverbal context, we mean the space between objects and people. Space is often associated with social rank and is an important part of business communication. Who gets the corner office? Why is the head of the table important and who gets to sit there?
People from diverse cultures may have different normative space expectations. If you are from a large urban area, having people stand close to you may be normal. If you are from a rural area or a culture where people expect more space, someone may be standing “too close” for comfort and not know it.
Territory is related to control. As a way of establishing control over your own room, maybe you painted it your favorite color, or put up posters that represent your interests or things you consider unique about yourself. Families or households often mark their space by putting up fences or walls around their houses. This sense of a right to control your space is implicit in the territory.
Territory means the space you claim as your own, are responsible for, or are willing to defend.
Among most humans, there is a basic need for personal space, but the normative expectations for space vary greatly by culture. You may perceive that in your home people sleep one to each bed, but in many cultures, people sleep two or more to a bed and it is considered normal. If you were to share that bed, you might feel uncomfortable, while someone raised with group sleeping norms might feel uncomfortable sleeping alone. From where you stand in an aerobics class in relation to others, to where you place your bookbag in class, your personal expectations of space are often at variance with others.
Time
Do you know what time it is? How aware you are of time varies by culture and normative expectations of adherence (or ignorance) of time. Some people, and the communities and cultures they represent, are very time-oriented.
When you give a presentation, does your audience have to wait for you? Time is a relevant factor in the communication process in your speech. The best way to show your audience respect is to honor the time expectation associated with your speech. Always try to stop speaking before the audience stops listening; if the audience perceives that you have “gone over time,” they will be less willing to listen. This in turn will have a negative impact on your ability to communicate your message.
Physical Characteristics
You didn’t choose your genes, your eye color, the natural color of your hair, or your height, but people spend millions every year trying to change their physical characteristics. You can get colored contacts; dye your hair; and if you are shorter than you’d like to be, buy shoes to raise your stature a couple of inches.
However, no matter how much you stoop to appear shorter, you won’t change your height until time and age gradually make itself apparent. If you are tall, you might find the correct shoe size, pant length, or even the length of the mattress a challenge, but there are rewards.
Regardless of your eye or hair color, or even how tall you are, being comfortable with yourself is an important part of your presentation. Act naturally and consider aspects of your presentation you can control in order to maximize a positive image for the audience.
Body Movements
The study of body movements, called kinesics, is key to understanding nonverbal communication.
Body movements can complement the verbal message by reinforcing the main idea. For example, you may be providing an orientation presentation to a customer about a software program. As you say, “Click on this tab,” you may also initiate that action. Your verbal and nonverbal messages reinforce each other.
You can also reinforce the message by repeating it. If you first say, “Click on the tab,” and then move with your hand to the right, indicating that the customer should move the cursor arrow with the mouse to the tab, your repetition can help the listener understand the message.
In addition to repeating your message, body movements can also regulate conversations. Nodding your head to indicate that you are listening may encourage the customer to continue asking questions. Holding your hand up, palm out, may signal them to stop and provide a pause where you can start to answer.
Body movements also substitute or replace verbal messages. For example, if the customer makes a face of frustration while trying to use the software program, they may need assistance. If they push away from the computer and separate themselves physically from interacting with it, they may be extremely frustrated. Learning to gauge feelings and their intensity as expressed by customers takes time and patience, and your attention to them will improve your ability to facilitate positive interactions.
Touch
Before giving your presentation, you may interact with people by shaking hands and making casual conversation. This interaction can help establish trust before you take the stage. Once on stage, most people do not touch audience members physically, but you can interact with audience members through visual aids, note cards, and other objects.
Paralanguage
Paralanguage is the exception to the definition of nonverbal communication. You may recall that nonverbal communication was defined as “not involving words” but paralanguage is a unique form of nonverbal communication that exists when we are speaking, using words. Paralanguage involves tone and nonverbal aspects of speech that influence meaning, including how loudly or softly you are speaking, intensity, pausing, and even silence.
Perhaps you’ve also heard of a pregnant pause, a silence between verbal messages that is full of meaning. The meaning itself may be hard to understand or decipher, but it is there, nonetheless. For example, your coworker Jan comes back from a sales meeting speechless. You may ask if the meeting went all right. “Well, ahh…” may be the only response you get. The pause speaks volumes. Something happened, though you may not know what.
Silence or vocal pauses can communicate hesitation, indicate the need to gather thought or serve as a sign of respect. Sometimes we learn just as much, or even more, from what a person does not say as what they do say.
Artifacts
Do you cover your tattoos when you are at work? Do you know someone who does? Or perhaps you know someone who has a tattoo and does not need to cover it up on their job? Expectations vary a great deal, and body art or tattoos may still be controversial in the workplace. In your trade, a tattoo might be an important visual aid, or it might detract from your effort to communicate professionalism.
Body piercings may express individuality, but you need to consider how they will be interpreted by employers, other trades, professional representatives, and customers.
Artifactsareformsofdecorativeornamentationthatarechosentorepresentself-concept.They can include rings and tattoos but may also include brand names and logos. From clothes to tools, watches, hardhats, toolboxes, and even eyeglasses, what we choose to surround our selves with communicates something about our sense of self.
Artifacts may project gender, role or position, class or status, personality, and group membership or affiliation. Paying attention to the artifacts of others can give you a sense of the self they want to communicate and may allow you to more accurately adapt your message to meet their needs.
Environment
The environment involves the physical and psychological aspects of the communication context. More than the tables and chairs in the lunchroom, the environment is an important part of the dynamic communication process.
Theperceptionofone’senvironmentinfluencesone’sreactiontoit.For example, some general contractors are famous for their attention to job site safety. Some general contractors invest considerable amounts of time and money towards the building of a vibrant safety culture. Their expense is no doubt considerable, but their actions speak volumes.
Key Takeaways
To summarize, nonverbal communication can be categorized into eight types: space, time, physical characteristics, body movements, touch, paralanguage, artifacts, and environment.
[1] eCampusOntario; Communication for Business Professionals. 2018. https://ecampusontario.pressbooks.pub/commbusprofcdn/
[2] eCampusOntario; Communication for Business Professionals. 2018. https://ecampusontario.pressbooks.pub/commbusprofcdn/