00, Business Communication Module: 35, Sign, Space & Time ...

Paper: 00, Business Communication

Module: 35, Sign, Space & Time Language

QUADRANT-I

1. Module 35: Sign, Space & Time Language

2. Learning Outcomes

3. Introduction

4. Language of Space

5. Language of Sign 6. Language of Time

7. Summary

1. Module 35: Sign, Space & Time Language

2. Learning Outcomes:

By the end of this module, students will be able to

Understand the language of Sign, Space & Time

Know how time plays the vital role in personal & professional life

Learn the different uses of sign & space, and the message they convey

3. Introduction

Space or Proxemics is the study of the way we communicate in particular environment around us.

People also communicate with others by means of time and the importance we give to the time by

sending signals or clues regarding it.

From decades man has been using signs, symbols which are understood between them, and by all

other related individuals. Signs can be not only visual but also audio. Smell, touch and taste also are

the signals which communicate sensory perception. The most powerful and effective sign is visual.

The Chinese proverb says, “A picture is worth a thousand words, because we take much of our

information through gateway of our eyes.” (Sinha, K.K)

Items Description of Module

Subject Name Management

Paper Name Business Communication

Module Title Sign, Space & Time Language

Module Id Module no- 35

Pre-

Requisites

Paralanguage: tone, voice, pitch, volume, clarity, and other non verbal

basics

Objectives To understand the language of Sign, Space & Time

To know how time plays the vital role in personal & professional life

To learn the different uses of sign & space, and the message they convey

Keywords Sign, space, time, visual, audio, personal, social, public

4. Language of Space

Use of space reflects how close we are to people, and during the interaction do we face towards them

or away from them. This all depends on the relationships with others. Space is the distance which

usually persons maintain between themselves and others at home, society, and workplace and at other

various places.

Humans are highly territorial and it can be seen that people always make boundaries which surrounds

them because they feel uncomfortable if somebody is standing too close to them, as they never wish

that their space should be invaded by others. This is the reason people seek to make the territories and

want to protect them. And these relationships and boundaries are directly influenced by our daily

encounters.

The personal space is also called the bubble, this is the area surrounding the individual or a space

between two people while interaction. This boundary is transparent which is not seen every time but is

realized when someone try to cross by hitting the bubble. The personal area of each person is defined

or decided by the individual itself according to their level of comfort and ability to influence with the

messages to people with the various relationships.

Source: COMS Group (2011), “Proxemics”, available online at http://coms-group-03.blogspot.in/

After the research of many years the concept of proxemics has been formulated. It defines area around

people and the adequate social behaviour in those zones. There are different type of space we

maintain with people including our home and office. It is notable that if the degree of intimacy

increase the distance between two people decrease.

Personal Space or a distance from the other persons is a powerful concept. Research suggests that

space is directly related not only to the relationships with other persons but also with the interpretation

or meaning of the messages conveyed by others. For instance, a person expressing anger from far

away is supposed to be less threatening, but if the person is closed, the expression of anger becomes

more threatening.

It is important to maintain the adequate distance from others to send the right signals. For example,

while standing in a queue, and if not maintaining the distance people will mark you as pushy. Or

while standing in a group, no matter how close the group members are to each other, if you move

closer to someone in that group and they back away that means you are entering to their personal

space or comfort zone and thus you should step back. Despite of all this there are some situations

when we get too close to other person. For example sharing a secret from the distance of ten feet is

not only difficult but will also wipe out the confidentiality of message and therefore we need to stand

close to share secret messages.

The term proxemics was coined in 1963 by a researcher E.T. Hall. He explored man’s use of personal

space in contrast to ‘fixed’ and ‘semi fixed’ space. The fixed space is known by unmoveable

boundaries, while semi fixed space is featured as fixed boundaries such as furniture.

The Informal space is characterized by a ‘personal zone’ that changes according to individuals and

situations. Interacting with people can promote the act of communication, and wider the area that

humans control known as informal space. At the same time this zone represents the area which is

protected by individuals from the interruption of outsiders.

The space surrounding us and its contents convey a specific meaning. It requires reasonably

some effort on the side of the individual to organize them meaningfully, and on the part of others

to understand or interpret the meaning. Since proxemics has been considered as personal space

language, interaction with the people around us has quite a clear or well understood view to

maintain a proper distance. On the other hand we can say that the distance between us and other

people tells us something important about our relations and the nature of our communication

with them.

Edward T. Hall has done extremely constructive and interesting work in this area. Placing

ourselves in the centre we can present the space around in the form of the following concentric

circles:

Proxemics or Space Language

Source: Sinha, K.K. (2012) Business Communication, Taxmann Publications

4.1 Edward T. Hall defined four zones in the use of space:

4.1.1Intimate Zone: for embracing

It refers to the space from zero to one & half feet, where people are able to touch each other easily.

In most times the body moments begins within the area of 18 inches around the person. That is why the imperative and close body language is used within this particular area. Mainly, only our family members, friends and selected people enter this area. Those selected people are definitely special people, with a special relationship. The conversation between these people has the exceptional significance. The language which is used within this small, intimate, group or circle may not possess many words. Feelings play the crucial role over here, the body language like facial expressions, Eye contact, handshake, pat on the back or shoulders are also noticeable. Even sometimes whispers take the place of loudly spoken words. In a nutshell, this is the real, non-verbal - proximity, Proximity is a language of space which means nearness. The nearer we are to the person with whom we want to communicate, the more intimate the relationship of communication will be.

4.1.2 Personal Zone: for conversations among close friends

It extends from one and half to four feet and here people are easily able to shake hands, as the distance

is no more than the arm length

As in intimate space, we mostly converse in soft voice, or at a low pitch,

personal space that expands from 18 inches to 4 feet we have normal conversation with close

ones. They may be friends, colleagues, acquaintances and visitors. Here people rise above from

the intimate circle around them of closeness and confidence. Communication in this circle is

also chiefly personal in nature; it is comfortable and informal for most of the people are familiar

to each other. This group or circle allows unplanned talks and impulsive discussions. On the

other hand, some imperative decisions may also be taken in this circle

4.1.3 Social Zone: for communicating with known people

Social zone runs from four to ten feet. It is mostly used in day to day social & business activities and

thus been called the social space. People use this space mostly for formal purposes, and the

associations or the interactions within this circle are mainly official. They do most of the

business within this area. While emotions, feelings, shared likes and dislike may come up in the

intimate & personal space, more rationale and planning are used in the social space. Therefore,

this social space is significant for business purposes.

4.1.4 Public Zone: used for public speaking

This extends to more than ten feet, it is a situation where people do not know each other and so there are very less chances of close interaction, it is generally used in public speaking. In this huge area communication becomes even more formal. The feelings and friendliness of 'intimate' and 'personal' space is replaced by the detachment of perception, neutrality and formal approach of conversations. People whose circle is almost always larger, i.e. those communicating in the zone of public space have to raise their voice so that it can be clearly heard by everyone.

Source: Hall, E. (1966) “Proxemics”, Expectancy violation theory, available online at

https://en.wikipedia.org/wiki/Expectancy_violations_theory

4.2 Preset and Semi fixed spaces

Two different kind of proxemics i.e. space-fixed and semi-fixed have important implications for

communication.

4.2.1 Space -Fixed

Fixed space is regarded consisting of permanent features like walls, room size, the building, its

total area, corners and counter for special motives and so on. These stable descriptions

communicates the message about the inter relationship of features clearing up that who inter-

relates with whom, how, for how long and for what purpose.

4.2.2 Semi-Fixed

When the physical features are, to some point, changeable or likely to be rearranged this type of

space is known as semi-fixed space. This change in arrangements allows a variety of spaces that

can be used to perform different types of communication activities.

For example, the same furniture, heavy or not so heavy, can be arranged rearranged for an

interview, a group discussion, or for an oral presentation.

4.3 Layout & Design

Space also talks about layout and design as a part of non-verbal communication. Space

arrangement of an office, carpeting or its absence, the furniture and its design - everything

conveys meaning.

Every person is amazed by attractively furnished place of work, the layout of a lobby, of a

conference room or a reception desk, everything matters. It is due to this motive that so much

attention is being paid to structural design and furnishing, especially of organizations and

service industries, i.e. hotels, restaurants etc. Layout designing, furnishing is in itself an

important business. All this is aimed at conveying the vision of the organization. At the back of

all this is the vision of the successful communicators.

4.4 Use of Proxemics/ Space in Organizations

In organizations, most people use space and distance to communicate important information about

them. The proximity or distance they keep in relation to others in the various situations in which they

find themselves during the course of a business day results from their thoughts of territories.

For example, two employees who are familiar to each other will be careful not to break each other's

personal space at the lunch hour. Neither will they force themselves to talk to their boss-it is more

likely that they will keep a greater distance from their boss in comparison to the other persons who

shares their office.

Still they stand much closer to a friendly colleague than to the one they do not know too well. By

becoming aware of the non-verbal clues of distance, one can learn much about the people they come

in contact with. The impact of the use of space on the communication process is

related directly to the environment in which the space is maintained.

There are three basic principles that summarize the use of personal space in an organization:

The higher your position (status) in the organization,

the more and better space you will have,

the better protected your territory will be, and

the easier it will be to invade the territory of lower-status person

Proxemics is also concerned with the utilization of space by groups of people. The manner in

which the group of people use the space which is assigned to them determines their particular

places and the way of interaction.

For instance, people who initiate in conversations and those seated at the front are usually

considered leaders of the group. Or if the people are seated around a round table it depicts the

conversation is going on for some conference.

5. Language of Sign

Signs include two ways of representing the message, i.e. visual and audio signs. These are further

described below:

5.1 Visual Signs

In the concern of the importance of signs, symbols and other visual elements in communication,

Lesikar and Pettit said, "As we know from the study of communication theory, words are

imprecise conveyors of meaning. We must make a limited number of variations in reality. At

best, words fit reality only loosely. Thus, it is little wonder that we frequently have difficulty in

communicating through words...... You will need to use pictures of some kind to help

communicate your information". (Sinha, K.K.)

Pictures as visual signs communicate a lot. For example the paintings or the engravings found on

the walls of ancient caves, temples and other structures, tell us a lot about the tribes or races

or rulers or traders, their religion, their hunting or other adventurous deeds, their art and so on.

These symbols in terms of pictures communicate much of value and knowledge which is

seriously appreciative.

The tradition of drawing pictures for the purpose of communication still continues. Posters and

pictures of all kind, it may be big and small, real-life drawings as well as caricatures etc are used

for business and other awareness reasons.

For instance:

Danger signal: is displayed with the picture of two crossed bones under a skull

No smoking signal: a cross over a cigarette as a warning against smoking

The books of various subjects like; geography, science, economics and history are incomplete

without Maps and diagrams as they are an essential part of a book. In the same way the pamphlet

of tourism and hotel industry, oil refinery or motor company is not complete without colourful

photographs pictorially representing the importance.

Some drawings and photographs have a local or somewhat limited appeal. But a very much

larger number of signs, symbols speak a 'universal language' understood by anybody anywhere.

Given below are a few examples:

Traffic Safety sign Telephone booth icon

No Smoking Cross Safely

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5.1.1 Colours Colours are also the imperative part of visual signs. Different colours communicate different messages. As various colours are associated with diverse backgrounds, cultures and meaning, people make serious efforts to choose the right colour for any significant event. Some colours are universally known to be associated with happiness, cheerfulness or pleasant situations like, Pink, yellow, red, purple, blue, green are gay colours. Black and gray, on the other hand, seems dull and are linked with negative feelings, melancholy or grief. White is generally associated with purity and peace. All this reflects that there exists something which is known as a 'colour language'.

In the same way the different coloured lights of -green or red at traffic points, railway stations and airports, a neon hoarding, a revolving light on top of a VIP vehicle or an ambulance, a red bulb outside the operation theatre of a hospital, serve their purpose very effectively without using words. Colours of flags, white or black and the colours of flowers in a vase or bouquet, speak volumes about the feelings of the communicator. This language of colours as a part of non verbal is very much used in the retail industry, for the purpose of visual merchandizing where the window display is done to attract the passer buyers in the stores. The colour combination is made that way which symbolizes more than the words. For successful communication it is important to have the right choice of colour of our clothing, home, office interiors etc.

5.2 Audio/Sound Signals

Since the beginning of civilization till today’s world of business audio or sound signals have always been in use. Drum Beats were very common in ancient times and are still popular in modern world as an essential part of many communities and culture and are used for celebrations. Unlike drums, alarms are used for caution, alarm signals, fire alarms, accident/casualty alarms, air raid or assault alarms, VIP motorcade alarms, machine breakdown alarm and so on. A variety of sirens, whistlers etc. are used for these purposes. The main idea is to caution the listener and take the right step. Another use of alarm is to make us aware of time and programme and our schedule. No office is complete without a buzzer or a bell as they put the concerned people on alert.

Source: Dreamstime (2000) “Microphones & audio icons”, available online at http://www.dreamstime.com/stock-illustration-vector-podcast-concept-flat-style-microphone-audio-icons-signs-image43635070 5.3 Advantages of Visual & Audio sound signals

Visual signals like pictures, posters, photographs etc. helps to save verbal communication. It is

easy to communicate in visual terms instead of words.

Colourful pictures, canvas etc. makes communication appealing and arouse curiosity in the

mind of receiver for the message.

The visual and audio signals are also manifestation of the reasoning skills, intelligence level,

and enriched background of the communicator.

Visual and Audio signals makes easy to communicate to the illiterate people and also helps to

give them instructions of various operations of machines, adopting safety measures,

maintenance, and cleaning.

Posters, pictures, photographs, graphics etc. makes advertisement interesting and leave an

impact on the viewer.

Sound signals are quick ways to communicate the message. Like the hooting of siren makes

workers active, change in shift work, winding up the day’s work or take safety measures.

Use of bells streamlines the working of the workplace by regulating visiting hours, calling

someone, waiting time to visitors etc.

6. Language of time

It refers to the use of time which is also known as chronemics, it conveys messages related to time,

like: amount of time spent with friends, colleagues and other persons, punctuality and waiting time. It

is the another means of non verbal communication

Usage of time conveys many silent messages. Who comes first and who leaves first, normally the

students, the subordinates, and the audience comes first and the speaker, a teacher, or a boss and guest

arrive little later. On the other hand during a meeting the chief, the boss, the guest and the head takes

his/her seat first followed by others. This use of time of taking the seat first or entering the

conversation room first conveys the message about the position of a person.

Looking at watch is another aspect of time related communication. The listener looks at the watch

frequently to send the message to the speaker that they are exceeding the allotted time. Another

situation can be that if the employee arrives late the superior shows displeasure by looking at the

watch. Reaching office on time or before time not only communicates your punctuality, sincerity and

interest, but it also makes the good impression of a person in front of the boss. Many individuals do

believe in this that reaching at the workplace on time creates the positive impact on supervisors and

colleague.

Source: Callahan (2015), “How important is punctuality in your sales technique”, available online at

http://www.andreacallahan.com/how-important-is-punctuality-in-your-sales-technique/

In today’s modern day organizations time management plays the vital role. The goals of Business

organizations are laid out according to the time schedules; therefore, time management holds the

crucial role in the success of organization. Some aspects affects the management of time which are

needed to be checked frequently are:

Whether the person arrives at time for an appointment

Whether the person who had arrived on time for an appointment, is required to wait

Whether the conference or a meeting starts on time

Whether the speaker winds up his/her speech in time or exceeds

Leading Institutes and organizations make certain that the value of time is appreciated. The

organizations that do not understand the worth of time demonstrate the poor work culture.

Sinha describes that, “TMI (Time Managers International) is one of the most important American consultant companies. It renders valuable advice to business organizations in respect of optimal use of time”. Business organizations or communities involve in business all over the world knows the worth of time. It has been pointed out that "since managers of the late 1800's equated the worth of time with money". Therefore, we are reminded repeatedly that "time is money". It is this realization of the worth of time or the significance of time and its crucial role in manufacturing and production, which has led to the invention of many time saving devices. In fact time passes through our thoughts and dominates our communication. All communication is meant to be suitably timed. We receive and send, encode and decode the signals according to time whether the people are early or late.

7. Summary Space, time, and sign language- all these three factors are very important parts of non-verbal communication. Availability of time and space with right usage of signs is crucial aspects of non verbal communication. The wider is the space for the conversation, the louder is the volume of the speaker, on the other side the narrow the space is, the low the pitch will be and the more easily noticeable body language. In the same way 'time language' or the importance given to time by the communicator makes

non-verbal communication meaningful. This conveys a lot about the person who is arriving for meetings or for any other business meet on time. In this regard one has to carefully observe the

time management for being punctual in his/her work. Layout, design and colour send out messages, 'loud and clear', in a somewhat subtle fashion. It

requires careful observation, considerable experience and intelligence to understand the colour, layout and design languages. For this purpose it is very important to keep in touch with the latest

designs, layouts and colour combinations published in magazines.