A Study On The Use of Body Language Among Executives in an Orginazition in a Workplace

UNIVERSITI TEKNOLOGI MARA

A STUDY ON THE USE OF BODY LANGUAGE AMONG EXECUTIVES WITHIN ORGANIZATION IN A

WORKPLACE

Submitted in Fulfilment of the Academic Project Requirement,

Bachelor of Applied Language Studies

(English for Professional Communication)

MOHD ZULFADLI BIN MOHD ROSLI

May 2010

Academy of Language Studies, UiTM

Academic Project EPC 615

Declaration of Authorship

I, Mohd Zulfadli Bin Mohd Rosli

SID No, 2006128483

Declare that this academic project and the work presented in it are my own, and they

are the result of my original research.

A Study on the Use of Body Language among Executives within Organization in a

Workplace

I confirmed that:

1. Where I have consulted the published work of others, this is always clearly

attributed;

2. Where I have quoted form the work of others, the source is always given. With the

exception of such quotations, this academic project is entirely my own work;

3. I have acknowledged all main sources for help;

Signed:

Date:

UNIVERSITI TEKNOLOGI MARA

A STUDY OF THE USE OF BODY LANGUAGE AMONG EXECUTIVES WITHIN ORGANIZATION IN A WORKPLACE

Submitted in Fulfilment of the Academic Project Requirement,

Bachelor of Applied Language Studies

(English for Professional Communication)

MOHD ZULFADLI BIN MOHD ROSLI

2006128483

May 2010

i

ACKNOWLEDGMENTS

الرحيم الرحمن اهللا بسم First and foremost, the researcher would like to thankful to Allah S.W.T for making

all good things possible, giving a good health condition, which consents and

enables to accomplish this study successfully. Besides that, the strengths and

efforts that were put in, to ensure this Research Methodology as required by the

Faculty of Academic Language Studies syllabus finished.

The first appreciation goes to Assoc. Prof. Dr. Saidatul Akmar Binti Zainal Abidin,

on her capacity in being and advisor for this Research Methodology. She had

given a lot of guidance and advices for the researcher in order to accomplish this

study. The researcher would like to thank to parents and friends for being

supportive and encouraged the researcher to finish up this study. Other than that,

their willingness to sacrifice their time and assistance whenever their involvements

and suggestions especially when the researcher face difficulties to accomplish the

task.

Last but not least, and appreciation also goes to all the librarians at Tun Abdul

Razak Libraries (PTAR) in UiTM, for the helping and giving full commitment in

order to find books that related to this study.

The researcher also wants to thank you to readers and to future researchers that

would like to obtain this study on the use of body language as their references and

sources.

Thank you so much.

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TABLE OF CONTENTS

TITLE PAGE.............................................................................................................................i

ACKNOWLEDGEMENTS........................................................................................................ii

TABLE OF CONTENTS......................................................................................................iii-iv

ABSTRACT..............................................................................................................................v

CHAPTER ONE: INTRODUCTION

1.1 Background of the Study....................................................................................................1

1.2 Problem Statement............................................................................................................5

1.3 Objectives of the Study...................................................................................................5-6

1.4 Research Questions...........................................................................................................6

1.5 Significance of the Study....................................................................................................7

1.6 Limitations of the Study...................................................................................................7-8

1.7 Definition of Terms..........................................................................................................8-9

CHAPTER TWO: LITERATURE REVIEW 2.1 The History of Body Language...................................................................................11-13

2.2 What is appropriate body language?..........................................................................13-14

2.3 Organizational Communication...................................................................................14-15

2.4 Common Body Postures.............................................................................................15-16

2.5 Unspoken Messages can be Critical to Workplace Communication...........................16-18

CHAPTER THREE: METHODOLOGY 3.1 Introduction......................................................................................................................19

3.2 Research Method............................................................................................................19

3.3 Samples...........................................................................................................................20

3.4 Research Instrument........................................................................................................20

3.4.1 Questionnaire...........................................................................................................20-21

3.5 Data Analysis...................................................................................................................21

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CHAPTER FOUR: ANALYSIS OF FINDINGS 4.1 Introduction......................................................................................................................22

4.2 Discussion of Finding.......................................................................................................22

4.2.1 Demographic Data Analysis.....................................................................................22-23

4.2.2 Non-verbal Communication.....................................................................................23-26

4.2.3 Importance of Body Language in Communication...................................................26-28

4.3 Discussion on Research Questions.................................................................................29

4.3.1 Communication break down when little or no attention is paid................................29-30

4.3.2 Body language signals affect communication..........................................................31-32

4.3.3 Executives in an organization apply body language when they communicate........32-33

4.3.4 The major reasons for executives to use body language........................................33-35

4.3.5 Executives understand the significant of body language.........................................35-36

CHAPTER FIVE: RECOMMENDATIONS AND CONCLUSION 5.1 Introduction......................................................................................................................37

5.2 Recommendations......................................................................................................37-38

5.3 Conclusion..................................................................................................................38-39

REFERENCES.................................................................................................................40-41

APPENDIX.............................................................................................................................42

Appendix A: Questionnaire...............................................................................................43-48

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ABSTRACT

This research is entitled A Study of the Use of Body Language among Executives within the

Organization in a Workplace. This research paper focuses on the use of body language

occurs in executives such as senior executives and junior executives within organization in a

workplace. Yet, people tend to ignore and did not really concerned about it. The objective of

this research is to find out if communication can break down when little or no attention is

paid to a person’s body gestures in the workplace. As we concern, there is very little study

about the use of body language in a workplace. Therefore, this particular study is to allow

executives, and managers to think the important of the use of body language in

communication.

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CHAPTER ONE

INTRODUCTION

According to Gordon Marshall (1998), non-verbal communication can be defined as

forms of communication that do not rely on the spoken or written word. For instance,

gestures and hand signals can frequently give messages to another person without a

word being said.

Mark Knapp and Judith Hall (1997, p. 5) non-verbal communication is defined as

follows: “non- verbal communication refers to communication affected by means other

than words.” It shows that all cultures in the world whether in written or ethnicity

expressed the importance of non-verbal communication to understand human beings.

Over thousands of years, Chinese culture has developed a set of rules about how to

judge the personality of a person by observing the size, shape, and relative positions

of the nose, eyes, eyebrows, cheeks, chin, and forehead.

Non-verbal communication involves two distinct areas of epistemology which are

hypothetical and scientific in characteristics. According to Francois (1984), body

language has been largely overlooked by theoreticians of meaning, language, and

communication. Francois also quoted that “it may descriptions of final state that

enable us to begin with well-formed utterances, with syntax, and then go on to

examine their semantics, whatever those utterances may want to say and, ultimately,

of the pragmatics, of the reasons for saying, of what we are doing when we speak.

And although it is true that linguistics has followed this sequence in its development, it

is just as true that linguistics has followed this sequence in its development, it is just

as true that the child follows the opposite sequence.” In other words, it is a result of a

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normal procedure in the history of accepting the structural to the amount that the final

is essentially grounded in more or less ancient level of emotional communication.

Therefore, preverbal communication refers to bodily communication, mimicry, and

behaviour. Generally, 80 percent of research of communication has put non-verbal

communication whereas it could be around 50 to 65 percent. According to Mehrabian

(1972) in his book entitled ‘Silent Messages’ stated 7 percent of communication

comes from spoken words, 38 percent from the tone of voice, and another 55 percent

came from body language. Thus, body language is claimed as an important element

in communication. However, Mehrabian was only focusing on cases of expressing

feelings or attitudes, such as when a person says “I do not have a problem with you!”

tend to focus on the tone, and body language of the person rather than the actual

words said. It is an example of a common misconception that these percentages

apply on communication.

The history of research of non-verbal communication is applied to the history of

conceptual of answer in conversation. According to Lucas (2007), the previous

researches for instance, body language have produced many types of non-verbal

communication. Body language itself has a number of body language styles that can

be found in our daily communication.

1.1 Background of the study

According to Gordon Marshall (1998) body language is a term used in psychology

referring to gestures, facial expressions, and bodily postures adopted by people in

social interaction. Body language forms part of the category of paralanguage, which

describes all forms of human communication that are non-verbal language. These

include the parts of movements that many people are not aware. For instance, body

language also incorporates the use of facial expressions. Our oral or written language

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expresses our ideas, thoughts, and emotions, meanwhile our bodies are said to

express a series of unspoken or unconsciously articulated messages such as

posture. Furthermore, the alternative term ‘kinesics’ is sometimes used in psychology,

to refer both to the body movements which convey information in the absence of

speech, and the study of such movements. Gestures can be divided into three

categories which are ironics, deictics and beat gestures. According to (Yule (2006, p.

173) ironics gestures mean gestures that seem to be a reflection of the meaning of

what is said. Basically, these types of gestures are related to speakers’ utterances.

For instance, when we are looking for a box, we tend to trace a square in the air while

we are saying it. Yule also mentions about deictic gestures which mean pointing to

someone or object. People tend to point to the object that he/she wants from

someone else while he/she speaks. For instance, “bring that ball” and the person is

pointing his/her finger to the ball. Then, beat gestures are commonly used in

conjunction in speech and keep time with the rhythm to emphasize certain words or

phrases dramatically.

In non-verbal communication, body language signals tend to have a goal other than

communication. The goal is the effectiveness of the message conveyed by the

speaker to the hearer. People observe limit they place on non-verbal cues. Then,

signallers clarify their signals to indicate the biological origin of their action, compared

to the utterances that the speaker is speaking. Several examples of body language

signals in communication have been completed by the researchers in previous years.

According to Mary Nicole Hicks (2007) the fundamental of body language signal

occurs when a person crosses his or her arms across the chest. The intended

meaning of this context is that the person is putting up an unconscious barrier

between their feeling and others or the person is cold because the room’s air

conditioner is cold that can lead to not a good ambience for the person to focus on

the conversation. Mary also stated one example when a person focuses on

consistent eye contact to speaker’s eyes, it can be defined as that the person is

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thinking positively to speaker’s speech. It can be interpreted that the person is

trusting to the speaker, throughout the eye contact.

This study focuses on executives within an organization in the workplace. Generally,

there are two types of executives in an organization which are Senior Executives and

Junior Executives. According to businessdictionary.com executives can be defined as

a person has a good level of education and commands respect from other company

employees appointed and given the responsibility to manage the affairs of the

organization and the authority to make decisions within specified boundaries. Usually,

executives have a thorough knowledge of workings of their company an excellent

record of achievements in the company and with other companies, either in supply or

buy a product. Communication skills are very interrelated to the executives in order to

interact with top level management or lower level management; or among colleagues.

Senior executives tend to have authority for a decision-making, managing and

operating tasks of business in detailed. Some people say, to be a senior executive,

someone has to gain a long-term working experience in a certain area or department

for about five years or he/she must be a Master holder in any equivalent course.

Meanwhile, junior executives tend to receive and run tasks given by senior

executives. Usually, they are Degree holders from any equivalent course. Mostly, the

executives are the precious staff in business workplace, because they seem to have

good communication skills in order to interact with people.

Executives may aspire to hold positions in top management in the future where

communication skills are essential and this also includes body language. Therefore,

this study is an attempt to instill awareness for them on how to deal with body

language in daily interactions.

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1.2 Problem statement

Body language is one of significant elements in communication skills. Yet, people are

not fully aware and realize the importance using the correct body language in daily

communication at the workplace. Generally, according to Tricia Ellis-Christensen

(2003) executives among middle level management in a workplace tend to

misinterpret and it is difficult to recognize the body language signals because of the

lack of observation and not aware. In addition, there is minimal research being

conducted that focuses on this study. Therefore, this research focuses on the

importance of body language in delivering an effective communication. Body

language signals can be a perimeter in indicating the effectiveness of

communication.

1.3 Objectives of the study Based on the problem statement above, the objectives of this study is to seek the use

of body language among executives within organization. The objectives of this study

are:

1. To identify the effectiveness of using body language signals for executives within

the organization.

2. The different types of body language signals in communication at the workplace.

3. If communication can break down when little or no attention is paid to a person’s

body gestures in the workplace.

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1.4 Research questions

The history of body language signals in the introduction and background to the study

above, and the researcher relates the information to some specific questions to clarify

the information as below:

a) Can communication break down when little or no attention is paid to a

person’s body language in a workplace?

b) How can body language signals affect communication?

c) Do executives in an organization apply body language when they

communicate?

d) What are the major reasons for executives to use body language in their daily

interaction?

e) How much do executives understand on the significance of body language

signals in interaction at the workplace?

The research questions will be answered clearly, based on the research carried out.

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1.5 Significance of the study

This study is helped executives within organization in a workplace in understanding

of the use of body language in interaction. This study will also to help and increase

the executives understanding and increasing their knowledge about body language

signals in communication. This is because many executives are facing difficulty to

interpret and understand body language. In order to improve the executives’

understanding toward the use of body language, this research will provide examples

and ways on the use of appropriate body language. Moreover, this research will also

help others to understand the concept and the use of body language that always

occur in daily communication. It is because, the use of body language is very

important in the communication process. Then, if someone misinterprets the

gestures, or postures, and body language signals, he/she might be misunderstanding

the concept.

1.6 Limitations and the scope of the study

In this particular sub topic, there are many limitations and scope of the study of the

body language in the workplace. Since the research, only focuses on executives

within corporate organization in the workplace, there are many limitations such as it

is difficult to get full examples about body language occurring in the workplace

because it is only little research completed about this topic. In addition, it is also

difficult to get articles from newspaper or journals about body language itself because

people are not really concerned and emphasis the topic strictly. As a result, this study

will not only obtain certain information but will gather more information because

people will need to find more information regarding the use of body language.

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Furthermore, the scope of this study is focusing on the executives either senior

executives or junior executives within corporate organization. In depth, the

researcher is going to narrow down the scope to only a corporate sector instead of

government sector.

1.7 Definition of Terms

The following are the definitions of terms and concepts used in this project:

1. Non-verbal communication: The process of communication without using

voice and utterances.

2. Body language: A term of communication using body movements, gestures,

or postures.

3. Syntax: A study of the principles and rules for constructing sentences in

language.

4. Semantics: A study of meaning of language.

5. Pragmatics: A study of invisible meaning in utterances and written.

6. Facial expressions: Process of using facial movement such as mouth, eye-

brow, nose, cheek and forehead to interpret non-verbal communication.

7. Postures: The position of the body parts that interrelated to body language

signals.

8. Paralanguage: The set of non-phonemic properties of speech, such as

speaking tempo, pitch, and tone of voice.

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9. Mimicry: The act of mimicking.

10. Linguistics: The study of the nature, structure, and variation of language

including phonetics, morphology, phonology, syntax, semantics,

sociolinguistics, and pragmatics.

11. Hand Signals: Hands as a tool for communication to interpret meaning in

conversation for example wavy hands.

12. Kinesics: The study on non-linguistics movement such as gestures, and facial

expression as a systematic mode of communication.

13. Ironics: Characterized by or constituting irony.

14. Deictics: Logic directly using by arguments.

15. Beat gestures: Small baton like movements that do not change in form with

the content of the accompanying speech

16. Psychoanalysis: Body of ideas which is devoted to the study of human

psychological functioning and behaviour.

17. Gestures: A forms of non-verbal communication that using body’s parts in

order to express message.

18. Physiognomists: People who are mastered in the evaluation of person’s

characteristic or personality from appearance, especially the face.

19. Palaeoarchaeologists: People who are professionally in the artefacts of

human being.

20. Ethnologists: People who are professionally in the ethnic study.

21. Zoologists: People mastered in the animal behaviour and attitude.

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CHAPTER TWO

LITERATURE REVIEW

Most of the time body language is used to determine the message that the speaker is

trying to say to the hearer because body language has credibility to enhance the

understanding of the message through conversation. There are many kinds of body

language such as gestures, eye contacts, and movement. Specific gestures such as

the manual rhetoric of Roman speakers have been objects of study since Classical

times. In Classical Rome, strictly moderated and limited gestures were regarded as a

signal of self-controlled character in that particular time.

In Renaissance Europe, writings on body language were common and well known

whereas in seventeenth-century, physiognomists like Giovanni della Porta and

Charles Lebrun codified the facial expressions of emotion and character, the two

investigations that lead by Giovanni Bonifacio and John Bulwer on gestures.

Gestures are an expected language that people all over the world could be

understood in fundamentally. Charles Darwin (1881) completed research about

animal and human ‘emotions’ in the nineteenth century, tended to support the view

that physical expression might be in nature inherited conditions under which people

live and the bodily deportment and habitual actions perform, whereas they have

consequences for their bodies that discovered by palaeoarchaeologists which is used

as the evidence of excavated skeletons to offer generalizations about the body habits

of the past years. Desmond Morris (1969) studied as certain modern ethnologists

and zoologists stress the similarities between the bodily movements used by humans

and those observed in animals to express hostility, fear, dominance, or territorially. In

addition, there is minimal research being conducted that focuses on this study.

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2.1 The history of body language

Kathlen Bowers (2007) has studied about the different bodily gestures in interaction.

There are as follows:

2.1.1 Shaking hands

The origin of shaking hands begun in ancient Greece and the Middle East, where

people have long shook hands as a way of making a pledge. This symbolic

expression of pledging is thought to be the reason during a wedding ceremony and to

the bride and groom is asked to join hands as they recite their vows to one another.

However, not all handshaking are so gentle. In Russia, the tradition of handshaking is

more a form of male competition than intimate union. In addition, the handshake is

taken to a painful or competitive extreme like arm wrestling. Although in the United

States, a firm handshake is often considered a sign of confidence and power.

2.1.2 Raising an eyebrow

Eyebrow-raising is a gesture in biology rather than social custom. For some animals

like dogs raise their ears and horses flare their nostrils when they are alert of

something. Human beings depend on sight more than sound or smell. Usually,

people tend to raise eyebrows when they are surprised or suddenly called to

attention. Some scientists theorize that these responses are designed to help people

to get a better view of whatever has so suddenly caught their interest.

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Sometimes, eyebrow-raising can be an intentional gesture because it communicates

both vulnerability and interest.

2.1.3 Kissing

Some scientists theorize that the gesture has its origins in mothers feeding their

babies by chewing up food and then transferring it, kiss-like, to their babies' mouths.

In ancient Hebrew, the word for breath also means soul. There are indications that as

early as 2000 BC, some cultures believed that bringing the mouths (or breath)

together signified the joining of the two souls.

Ancient Egyptians seem to have a kiss activity, if their art is any indication. Some

researchers believe that they thought of kissing as the giving of breath or giving life.

The Romans are credited with turning the kiss into a sophisticated form of

communication. The Romans kissed each other hello on the mouth or on the eyes,

kissed robes, and kissed rings and statues of gods to indicate submission and

respect. One Roman emperor sent a message about what he thought of other people

by his choice of body part that he allowed them to kiss. Important nobles were

allowed to kiss his lips; less important ones kissed his hands and the least, kissed his

feet. The Romans had several different words for kisses: an osculum was a friendship

kiss; a basium was a passionate kiss; and a savium was a deep kiss.

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2.1.4 Winking

A common non-verbal gesture in Europe and the United States, winking is an

indication of a private understanding. According to Desmond Morris (1985) in book

entitled Bodywatching stated that wink is directional eye closure which an eye quickly

closed and then opened eye is communicating a "secret aimed only at the person

being looked at. The other eye is being kept open for the rest of the world, who are

being excluded from the private exchange."

2.2 What is appropriate body language?

A study about the appropriate body language in the workplace by Tricia Ellis-

Christensen (2003) showed that in the workplace, body language could change how

people are perceived at work. For instance, even though smiling is considered a

form of welcome in many cultures, it may also identify as a form of embarrassment in

certain Asian cultures. If someone works with people of different nationalities of

understanding, the cultural body language is precious. In United States of America

(USA), workers; some kind of suitable workplace of body language in order to

perceive people as honest, open minded, flexible, and make a good relationship with

each other. In addition, sitting in a straight but relaxed position in a chair during an

office meeting for instance, could be interpreted that the person is released and

attentive.

There are statements claimed by Tricia in body language research at the workplace.

The specification in this particular research is about personal space in order to

express good workplace body language. As we can see, personal space tends to

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vary in individuals and in races. The research stated in the USA whereas people

should grant to co-workers about one to two feet (30.48 cm-60.96 cm) of personal

space. In the context, no part of the body should be undertaking into this situation.

However, it does examine a person’s reactions. If a person stay back whiles the

person observing the two-foot rule, he or she needs a bigger space in

communication. The situation is considered as reluctant activity of body language.

On other hand, if the person stands or sits comfortably, usually, people might

probably have a personal space ration right for the individual. Thus, the researcher is

considering distance between the speaker and the hearer throughout body

language. Moreover, the research is suitable in covering US citizens only, however

cannot be cover up for the all cultures and races all over the world. Therefore, the

research must be more specific by looking at which level of management within

organization in workplace can put into studies.

2.3 Organizational communication

“Organizational Communication is an excellent research tool for scholars and

practitioners alike. Extensive literature related to organizational communication well

presented and clearly classified. These annual volumes provide a ready source for

individuals concerned with to locate and evaluate relevant information quickly and

accurately.”

The Southern Speech Communication Journal (1988, vol. 7)

The book is about organizational communication in American workplace. The book is

considered as a device for workers to learn and to pursue. In addition, the book

remains to the reader how to communicate effectively within organization in a

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workplace. This book is related to this study because body language a part of

communication skills. Furthermore, organization in a workplace also interconnected

to complete this study is regarding body language among executives within

organization in a workplace.

2.4 Common body postures

There are examples of body language postures that commonly used in

communication. Provided by Mary Nicole Hicks (2007) examples are as follows:

2.4.1 Arms crossed: A person is defensive cautious towards something that he/she

does not really interest in conversation.

2.4.2 Resting chin on palm: A person feels critical cynical and negative towards

other.

2.4.3 Pitching bridge of the nose: Communicates great thought and concern.

2.4.4 Nose-rubbing or nose-touching: A sign of doubt, it often reveals a negative

reaction.

2.4.5 Direct eye contact: A person feels interested in the situation, likes you.

2.4.6 Fidgeting with hands or objects (i.e., pen): Bored or has something to say.

2.4.7 Inhaling loudly and shortly: A person wants to interrupt a speaking person.

2.4.8 Twisting the feet continuously: A person is nervous or concerned, but can

also mean that a person is stressed or angry and that he does not want to show that

to everybody.

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As we can see, body language has interpreted in conversation. Body movements

and postures are the major objects for a person, especially for the speaker in order

to understand the hearer’s meaning effectively.

2.5 Unspoken Messages can be critical to workplace communication

According to Heather Rothbauer (2009) communication is the key to success in the

workplace. Communication occurs with vendors and customers. Employees should

remember that spoken language is not the only way of utterance in communication.

Instead, non-spoken signals are also important in the workplace.

2.5.1 Eye-contact promotes understanding and honesty

Employees need to give fellow workers the respect that they deserve. By looking

someone straight into the eye, the speaker feels that the message that he/she is

being carried through to the receiver. Eye-contact promotes understanding and

honesty. Sometimes, if the speaker does not look the receiver in the eye, a feeling of

insecurity or dishonesty will take place.

2.5.2 A good posture increases the interested in conversation

Slouching in the chair signifies a person whom may not carry the message being

sent. A sloppy posture says that the receiver may not be paying attention or may be

purposely trying to distract the speaker. When someone is leaning back in the chair

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or rocking back shows boredom and a distinct lack of interest in the message. In

contrast, when someone is sitting up straight or leaning in slightly tells the speaker

that the hearer is interested in the conversation.

2.5.3 Office appearance as a signal of communication

Believe it or not, the situation of an office signals communication to co-workers.

Generally, if a desk is messy and strewn with paperwork, a person glance at the

office may believe the occupant has a cluttered mind and is harried when it comes to

work. In addition, it is important to remember the only things needed on the desktop

table such as a stapler, tape dispenser and pencil cup. Other things such as

correction fluid or liquid paper, sticky notes, and extra notepads can be kept into a

table drawer. Clean desks indicate an effective communication for an organized and

neat individual.

2.5.4 Respecting the time is a non-verbal communication

Non-verbal communication normally perceived from gestures, and body language as

understood by common people. However, non-verbal communication may also be

interpreted in a form of attitude. Respecting the time of other workers is also a non-

verbal form of communication. For instance, if someone wants to attend a meeting,

he/she must be punctual and on time as to increase others perception about the

person’s respective.

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The research is valuable for employees particularly for executives to increase their

ability in order to perform a better understanding about nonverbal communication.

Moreover, there are also samples of how to deal with people using a correct body

language signals.

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CHAPTER THREE

METHODOLOGY

3.1 Introduction

This chapter is focused on several methods or techniques that will be used in

collecting data for this research study. Data collection is very important because, this

research will support and verify the research questions. The data collection will be

performed in selected timeframes with selected target groups.

3.2 Research Method

In this research, the method can be defined as a technique of collecting data. This

method will be designed and selected based on research questions provided. Then,

this selected method will be used to collect all the information needed regarding the

use of body language signals among executives in a workplace. The data collection

will also be used in finding if communication skill can break down when little or no

attention is paid to a person’s body gestures in the workplace. The data collection will

focuses on executives in several corporate organizations in workplace such as

Monash University Administrative Department, and Sime Darby Global Service

Centre.

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3.3 Sample

The data collection for this particular research is focused on executives in two

different corporate firms which are Monash University Administrative Department and

Sime Darby Global Service Centre. It is because in body language it can be

determined in various types of people. With this, these two firms indicate the variety

types of executives all over the world. Moreover, the executives in these two firms

are dealing and communicating with people in various levels and countries. There

are many the use of body language occurs in these firms. For data gathering, 30

respondents will be chosen, from any department either Senior or Junior Executives.

3.4 Research Instrument

A questionnaire is a method for collecting data in this research instrument. A set of

questionnaire will be designed according to research questions. The questionnaire

will be used in order to collect data regarding the reasons and impacts of using body

language expressions in interaction. Besides that, this particular questionnaire will be

used to investigate problems which arise in the use of body language signals in

interaction.

3.4.1 Questionnaire

Basically, the questionnaire will be used to determine the executives’ experiences in

using body language signals in interaction. This questionnaire will also be used to

identify the executives’ understanding on the use of body language signals.

Therefore, this questionnaire will consist of two parts which are Part A, Part B, and

Part C. The first part of this questionnaire is about the background of respondent. The

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second part consists of evaluating the executives’ understanding about body

language expressions. Meanwhile, the third part will investigate problems and

impacts of body language expressions.

3.5 Data Analysis

The data collected from this questionnaire will be used to answer all the research

questions. All data will be analysed according to each research question. Then, all

data collected will be organized and managed accordingly to the research questions.

After that, data will be evaluated to get the real findings regarding the research

questions. The data must be analysed into percentage and graphic in order to get a

clear picture about the figures.

21

CHAPTER FOUR

ANALYSIS OF FINDINGS

4.1 Introduction

Data collection is very important to support the objectives of this research. It is

because, in this research, a set of questionnaire had been distributed to 30

respondents which are executives’ level in the Monash University Department and

Sime Darby Global Service Centre. This questionnaire evaluated the executives’

understanding, purpose and implication of using body language at the workplace.

This questionnaire consists of three parts, which are Part A, Part B, and Part C. In

this sequence, Part A investigated the demographic of the respondents. Meanwhile,

Part B is about understanding non-verbal communication and Part C focuses on the

importance of body language in communication. The response and data from this

questionnaire had been evaluated and calculated based on the research questions in

this research.

4.2 Discussion of Finding

4.2.1 (Part A) Demographic Data Analysis

There are four indicators of demographic of respondents In Part A which is included

in the questionnaire. Firstly, position of executives which are Senior Executive and

Junior Executive. The questionnaire shows the highest of respondents is Junior

Executive; 63.3%, meanwhile 36.7% belonged to Senior Executive. Secondly, the

gender category of male showed the highest percentage; 53.3% compared to female;

22

46.7%. Thirdly, the data of the age categories of the respondents have been

analyzed. The age category of 21-25 years showed the highest percentage; 40%.

Followed by the age of 26-30 years is 33.3%. Next, 13.3% is in the category of 31-35

years. 36-40 years and 41-45 years are the lowest percentage which 6.7%. Lastly,

the data of department category showed the highest percentage is

Administrative/Operational department with 50%, followed by Finance department;

37.7%. Transportation department; 6.7% and Marketing and Customer Service

department, stand for 3.3%. this demographic data analysis is important due to we

can see different executives’ background in an organization.

4.2.2 (Part B) Non-Verbal Communication

Position

Non-verbal communication influences your working life

(Percentage %)

Rate 80%-100% 50%-79% 30%49% 0%-29% Total

Senior

Executive

26.67% 3.33% 3.33% 3.33% 36.66%

Junior

Executive

40% 23.33% 0% 0% 63.33%

Total 66.67% 26.66% 3.33% 3.33% 100%

Table 4.2.2.1 Data analysis of non-verbal influences in working life

23

Position

Body language signals affect communication

(Percentage %)

Rate 80%-100% 50%-79% 30%49% 0%-29% Total

Senior

Executive

16.67% 16.67% 3.33% 0% 36.67%

Junior

Executive

20% 36.67% 6.67% 0% 63.34%

Total 36.67% 54.34% 10% 0% 100%

Table 4.2.2.2 Data analyses of body language signals affect communication

Misinterpreted a speech because of body gesture Percentage (%)

Always 13.33%

Often 60.00%

Seldom 13.33%

Never 13.33%

Total 99.99%

Table 4.2.2.3 Data analysis of misinterpreted a speech because of body gesture

24

Cross arms during conversation Percentage (%) Always 23.33% Often 60.00%

Seldom 16.67% Never 0.00% Total 100.00%

Table 4.2.2.4 Data analysis on cross arms during conversation

Rest chin on palm Percentage (%) Always 16.67% Often 26.67%


Table 4.2.2.5 Data analysis on rest chin on palm

Practice direct eye contact Percentage (%) Always 36.67% Often 50.00%


Table 4.2.2.6 Data analysis of practice direct eye contact

25

Fidget hands or a pen Percentage (%) Always 16.67% Often 40.00%


Table 4.2.2.7 Data analysis on fidget hands or a pen

4.2.3 (PART C) Importance of Body Language in Communication

Body language is important

Level of agreement Percentage Strongly disagree 0%

Disagree 3.33% Slightly disagree 3.33%

Slightly agree 10.00% Agree 36.67%

Strongly agree 46.67% Total 100%

Table 4.2.3.1 Data analysis of the importance of body language

26

Communication break down





Table 4.2.3.2 Data analysis on communication break down

Communication barrier exists





Table 4.2.3.3 Data analysis on communication barrier exists

27

Table 4.2.3.4 Data analyses on body language signals are essential

Body language signals are essential

Level of agreement Percentage

Strongly disagree 10% Disagree 3.33%

Slightly disagree 6.67% Slightly agree 30.00%

Agree 36.67% Strongly agree 13.33%

Total 100%

Executives use body language signals effectively





Table 4.2.3.5 Data analysis on Executives use body language signals effectively

28

4.3 Discussion on Research Questions

4.3.1 Research question 1: Communication break down when little or no attention is paid to a person’s body language in a workplace.

The first research question will investigate whether communication can break down

when little or no attention is paid to a person’s body language in a workplace. Most of

the time body language is used to determine the message that the speaker is trying

to say to the hearer because body language has credibility to enhance the

understanding of the message throughout conversation. According to Heather

Rothbauer (2009) unspoken messages can be critical to workplace communication.

Heather said that using correct eye-contact promotes understanding and honesty. By

looking someone straight into the eye, the speaker feels that the message that he/she

carried through to the receiver. If they do in different way, communication will break

down.

Tricia Ellis-Christensen (2003) claimed that body language is precious thing in culture

and it may results a negative impact to a person when he/she does not paid attention

regarding someone’s speaking that may put the communication into break down.

To support this argument, there is an evident regarding this issue as shown in the

Chart below:

29

Figure 4.3.1.1 Communication break down when little or no attention is paid to a

person’s body gestures

The figure 4.3.1.1 shows that 46.67% agreed to this statement. 23.33% respondents

strongly agreed to communication will break down when little or no attention is paid to

a person’s body gestures.

According to (George Yule, 2006, p. 173) there are three different gestures which are

ironics, diectics, and beat gestures. Basically, these types of gestures are related to

speaker’s utterances in order to convey message. Thus, if someone does not pay

attention to other message, he/she might breaks down the message because of the

pertinent of body gestures.

30

4.3.2 Research question 2: Body language signals affect communication

The second research question is investigating body language signals affect

communication. Body language signals in interaction such as facial expression, tone

of voice, gestures, postures, eye movement, hand movement, and the way of

someone stands. Lack of using correct body language signals will affect the

effectiveness of communication. It is because body language is interconnected to

communication. This argument can be approved by Mehrabian (1972) body language

was the large percent in his study, approximately 55 percent. He claimed that 38

percent from the tone of voice, and only 7 percent of communication comes from

spoken words.

To support this answer, sufficient evidence regarding this research question 2 as Pie

Chart below:

Figure 4.3.1.2 Body language signals are essential to executives so that work

becomes more effectively

31

Through this questionnaire in Appendix A; among 30 respondents, 37 percent are

agreed that body language signals are essential to executives so that work becomes

more effectively. In this context, executives are definitely tended to believe on the

essential of using correct body language signals in order to produce work effectively.

They can fulfil this statement by learning how to use correct body language signals

because executives are the vital staff in the organization which carrying tasks given

by the top management and they often deal with various types of people which they

have to interact with.

4.3.3 Research question 3: Executives in an organization apply body language when they communicate

Figure 4.3.1.3 Executives use body language signals effectively

32

Figure 4.3.1.3 shows Column Chart regarding executives at the workplace is using

body language signals effectively. Among 30 executives respondents whether Senior

or Junior Executive, 33.33% tend to agree that executives at workplace use body

language signals effectively. The same percentage of 33.33% belongs to slightly

agree. This means, the respondents are agreed to this statement. However, they

perhaps do not really know whether executives are using and practicing appropriate

body language signals effectively. To commit this argument into realistic, Tricia Ellis-

Christensen (2003) claims that, in United States of America (USA), USA workers;

some kind of suitable workplace of body language in order to perceive people as

honest, open minded, flexible, and make relationship with each other. In addition, if a

person is sitting up straight but relaxed position in a chair during an office meeting for

instance, could interpret that the person is released and attentive. Therefore,

executives at workplace use body language signals effectively in different

surroundings.

4.3.4 Research question 4: The major reasons for executives to use body language in their daily interaction

The fourth research question focused on the major reasons for executives to use

body language in their daily interaction. This research question will explore

executives’ daily body language in interaction. The question can be answered in the

questionnaire. Based on question number 6, executives tend to use body language

for instance, posture, hand move, eye movement, facial expression and tone of voice.

This argument is strongly supported by Tricia (2003) on her study on what is

appropriate body language?. US workers are used body language at the workplace.

Everyone tends to express his/her expression by using body language.

33

Second reasons executives to use body language in daily interaction, because; since

executives are important in organization, so, they must apply body language so that

people in organization will better understand of the executives’ messages.

As we can see to the questionnaire, Part C question 1(d) which communication

barrier exists in your organization when English is used without the support of body

language. The data analysis for the question is as below:

Table 4.3.1.4 Communication barrier exist in organization when English is used

without the support of body language.

From the Column Chart above, we can conclude that if we sum up the three level of

agreement which are slightly agree, 13.33%, agree, 46.67%, and strongly agree,

23.33%, the total of this level of agreement is 83.33%. 83.33% agreed that

communication barrier exist in organization when English is used without the support

34

of body language. Thus, the major reasons for executives to use body language in

daily interaction, they want to avoid communication barrier if the decline to

communicate using body language.

4.3.5 Research question 5: Executives understand the significant of body language signals in interactions at the workplace

This research question is focused on the executives understanding the significant of

body language signals in interactions at the workplace. This research question can be

answered by looking at the questionnaire, Part C question 1 (f) that is productivity is

the result of good communication combined with correct words and correct body

gesture. The Column Chart is as below:

Table 4.3.1.5 Productivity is the result of good communication combined with correct

words and correct body gesture

35

Over 53% of 30 respondents agreed that productivity is the result of good

communication combined with correct words and correct body gestures. It means that

body language which is body gesture cannot be separated in communication as to

produce a good productivity in communication. Therefore, executives definitely

understood the significant of using body language signals in daily interaction because

they want to produce good communication in productivity.

36

CHAPTER 5

RECOMMENDATIONS AND CONCLUSION

5.1 Introduction

This chapter aims to propose recommendations regarding this study. From the

discussion in previous chapter, it is understood that some executives faced difficulties

in interpreting body language expressions used. Most of the time, executives tend to

misinterpreted a person’s message during conversation. This is because some

executives do not know how to practice correct body language signals in interaction

because they tend to learn and study on someone’s body language interpretation.

In addition, this will lead to other problems instance; miscommunication will occur if

the problem is not going to solve. Other than that, the problem will definitely affect the

relationships among colleagues. The wrong and inappropriate body language

expressions will lead to negative perception towards someone. People tend to judge

on one behaviour, characteristics, and performance regarding someone is used

his/her body language expressions.

5.2 Recommendations

As a recommendation for this study, the executives must be more cautious on their

daily interaction which they aware of the use of body language expressions so that

they would not misinterpret and misuse of someone message. The executives also

should remind themselves and other people which they must always take heed about

the use of body language. Then, executives also should use the correct and

appropriate body language signals, because if they use in a wrong way, the body

37

language of their interpret will not going to understood by people. Moreover, if they

tend to use correct body language expressions, this will result in positive impression

and feedback.

Obviously, body language is a pertinent element in interaction which cannot be

resistance because someone has not gone to reach his/her communication

effectively if he/ she do not use body language signals in interaction. This study can

be done by future researcher to do the same study with different angle. For instance,

the future researcher can do a research regarding use of body language signals as a

lie detects. This is very interesting topic where the future researcher can understand

of other people’s body language signals when they tend to lie. Other than that, this

study must be more specific on executives which the researcher is only focusing on

two different organizations; Monash University Administrative Department and Sime

Darby Global Service Centre instead the organizations can be in a wider range all

over Malaysia.

5.3 Conclusion

In conclusion, since this study is focused on the use of body language among

executives in an organization at the workplace, that is obviously important to

executives to evaluate and analyse this study. Therefore they can practically use the

correct body language signals in interaction. Interpretations of body language

expressions will also influent by several factors when different people tend to interpret

body language expressions differently. This study will be a tool of guidance for

executives to use body language expressions in interaction effectively. In addition,

this study also will help others to understand, use and interpret body language

signals. This is very critical, as reflected through this study; body language signals are

38

synonymous with communication. People cannot communicate only in utterance, but

the communication must be completed together with great body language signals.

Last but not least, this study will help others about the use of body language among

executives within organization in a workplace.

39

REFERENCES

Stephen E. Lucas (2007) The Art of Public Speaking (9th edition)

Howard, H., & Raymond, L. (1982) Organizational Communication (vol.7) published in cooperation with American Business Communication Association & International Communication Association.

Tarnow, E. (1997) Body Language is of Particular Importance in Groups. Retrieved April 18, 2008 from http://bodylanguageWikipedia,thefreeencyclopedia.com

Catherine Katz (2007) body Language in used. Valencia West Campus Library Tutorial Series

Mark L. Knapp & Judith A. Hall (1997, p. 5) Non verbal Communication in Human Interaction

Francois et all. (1984) A Speech Related to Body Language. Retrieved Mac 20, 2008 from http://senseofcinema.com/contents/directors/03/truffaut.html

Albert Mehrabian (1972) and his 7%-38%-55% Rule. Retrieved April 14, 2008 from http://library.thinkquest.org/04oct/00292/origin/mehrabian.htm

Desmond Morris (1969, p. 256) The Human Zoo. Jonathan Cape, London

40

http://bodylanguagewikipedia,thefreeencyclopedia.com/

http://senseofcinema.com/contents/directors/03/truffaut.html

http://library.thinkquest.org/04oct/00292/origin/mehrabian.htm

Charles Darwin (1881) Animal and Human Communication. Book Entitled the Descent of Man

Tricia Ellis-Christensen (2003) What is Appropriate Body Language in a Workplace. Retrieved May14, 2008 from http://wisegeek.com/what-is-appropriate-workplace-body-language.htm

Mary Nicole Hicks (2007) Body Language Basics, Postures. Retrieved October25, 2008 from http://body-language-basics.htm

Gordon Marshall. (2008) "Body Language." A Dictionary of Sociology. Retrieved March 21, 2010 from Encyclopedia.com: http://encyclopedia.com/doc/1O88-bodylanguage.html

Heather Rothbauer- Wanish (2009) Unspoken Messages can be critical to workplace communication. Retrieved September, 29 2009 from http://personal-work-habits.suite101.com/article.cfm/nonverbal_communication_in_the_workplace

George Yule (2006) a study about language. Third edition. Published in the United States of America by Cambridge University Press, New York

Mara Levy (2007) History of body language. Retrieved March 22, 2010 from http://body-philosophy.net/historyofbodylanguage

41

http://wisegeek.com/what-is-appropriate-workplace-body-language.htm

http://wisegeek.com/what-is-appropriate-workplace-body-language.htm

http://body-language-basics.htm/

http://encyclopedia.com/doc/1O88-bodylanguage.html

http://encyclopedia.com/doc/1O88-bodylanguage.html

http://personal-work-habits.suite101.com/article.cfm/nonverbal_communication_in_the_workplace

http://personal-work-habits.suite101.com/article.cfm/nonverbal_communication_in_the_workplace

http://body-philosophy.net/historyofbodylanguage

APPENDIX

42

APPENDIX A: - QUESTIONNAIRE

A STUDY ON THE USE OF BODY LANGUAGE AMONG EXECUTIVES WITHIN ORGANIZATION IN A WORKPLACE

I am a student of applied Language Studies (Hons) English for Professional

Communication at the Academy of Language Studies, UiTM, Shah Alam. I am

carrying out a study as a part of the coursework for my Academic Project course. I

would be appreciated l if you could spare time to complete questionnaire. Your

answers will be kept confidential. Thank you very much for your cooperation.

PART A - Background Info

(Please tick (√) for the answer of your choice)

1. Position

Senior executive

Junior Executive

2. Gender

Male

Female

3. Age

18 years – 20 years




43



4. Department

Marketing

Finance

Administrative / Operational

Others (please specify) ___________________

PART B – Non-verbal communication


PART A - Background Info


5. Does your position involve communicating with others?

Yes No

6. Based on your experience, which of the following body language expression is often

used in your organization?

Body Gestures: - Posture

Hand move

Eye movement

Facial Expression

Tone of voice (anger, sad, happy feelings)

Others (Please specify) ______________________________

44

7. How many percent do you think non verbal communication influence your working life?

80%-100% 50%-79% 30%-49% 0%-29%

8. How many percent does you realize body language signals,(for instance; when a person crosses his or her arms across chest while speaking, and when a person focuses on eye-contact) affect communication?

80%-100% 50%-79% 30%-49% 0%-29%

9. Have you ever misinterpreted a speech message because of your partner’s body gesture during a conversation?

Yes No

How frequent does this happen?

Always Often Seldom Never

10. The following focus on your common body postures:

a) How often do you cross your arms during a conversation at the workplace?


b) Do you frequently rest your chin on your palm whenever you communicate with others?


45

c) Do you practice direct eye contact when talking to your colleagues?


d) Do you frequently fidget with your hands or a pen while in a meeting room or during a discussion?


46

PART C – Importance of Body Language in Communication

(Please circle (O) for the answer of your choice)

1. Please indicate your level of agreement with each of the statements below:

Stro

ngly

D

isag

ree

Dis

agre

e

Slig

htly

D

isag

ree

Slig

htly

A

gree

Agr

ee

Stro

ngly

A

gree

a) Body language is important in communication.

1 2 3 4

5 6

b) Communication breaks down when little or no attention is paid to a person’s body gestures.

1 2 3 4 5 6

c) Communication barrier exists in your organization when English is used without the support of body language.

1 2 3

4 5 6

d) Body language signals are essential to executives so that work becomes more effective.

1

2 3 4 5 6

e) Executives at your workplace use body language signals effectively.

1 2 3

4 5

6

f) Productivity is the result of good communication combined with correct words and correct body gestures.

1

2 3 4 5 6

47

48

If you have any comments or ideas to share in regards of this study, kindly write them below, or e-mail me at [[email protected]] ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Thank you for your time and contribution!

Mohd Zulfadli Bin Mohd Rosli

B.A Applied Language Studies (Hons) English for Professional Communication

A Study On The Use of Body Language Among Executives in an Orginazition in a Workplace

Education

use of body language

history of body language

appropriate body language

academy of language

academic project requirement

research methodology

uitm academic project

common body postures