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MB0039 Set 2

MB0039 Set 2

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Published by ramhum

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Published by: ramhum on Dec 05, 2010
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MB0039 Set2
Name:Roll No:Learning Centre:Subject:
MB0039 Business Communication
Assignment No: Set 2Date of Submission at the Learning Centre:
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MB0039 Set2
Q1 Explain with the help of specific examples, four different ways in which positivenon verbal communication can create a better work environment.
Answer:1. Proxemics – Proxemics is derived from the word “proximity” or closeness and is thecommunication term for personal space and distance. The space and distance which wechoose to keep from people is also part of non-verbal communication. Each of us has our own inner and outer circles, which differ for different people.Our inner most circle is an “intimate space”, into which we generally admit only select people such as family and close friends. Next comes a “personal space” which mightinclude other friends and colleagues or coworkers. These two spaces involvecommunication of an informal nature.Most of us also have a “social and public” space, which includes official or workplacerelationships, where the communication is of a more formal nature. In a business context, itis more relevant to understand the concept of “fixed space” and “semi-fixed” space.Fixed space means that the physical features of the work environment such as furniture,room size and seating arrangement are permanent.This conveys an impression of formality. On the other hand, semi -fixed space means thatcertain elements of the environment can be changed – for example, the seating arrangementcould be changed and this conveys an impression of informality.Sometimes, use of space at the workplace can determine leadership positions. For example,seating at the head of the table conveys leadership or authority. A round table meeting,however, conveys the idea of equality, since no one can be seated at the head of the table!All points of a circle are the same. That is why when heads of state meet (as in UN SecurityCouncil meetings), it is always a round table discussion, since all heads are equal.Space should therefore be used carefully in a work environment, so as to convey the rightimpressions.2. Time Language – This refers to the meaning or importance attached to time and varies between different people. One person may value time more than another. Similarly, timelanguage also varies across cultures.In most western cultures for example, punctuality is considered to be important. Arrivinglate for a business meeting is inexcusable. In other cultures, it is more relaxed and time isnot given that much importance.
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MB0039 Set2
We convey messages to others through the time we spend on a work related activity or bythe importance that we give to time. Arriving early at work or for a job interview showsinterest, involvement and seriousness. Spending time with an employee and giving himsuggestions on how to improve his performance shows interest and involvement in hiscareer growth.3. Paralanguage – Para means “like” or “similar to”, therefore paralanguage means “likelanguage”. Of all the forms of non-verbal communication, paralanguage is closest to verbalcommunication. It refers to the tone of voice with which something is said. In other words,it is “how” something is said, and not “what” is said. The tone of voice includes the pitch(high or low pitch), the pace (slow or fast) the emphasis on words and the volume (soft or loud) and can convey different moods and emotions.Example: The statement “I practice good business communication” can be understood indifferent ways, depending on the emphasis on certain words.Saying “I practice good business communication” means that I alone practice it aboveanyone else. On the other hand, saying “I practice good business communication” could beinterpreted to mean that you communicate particularly well in a business context, rather than in a general context.The important point to keep in mind regarding tone of voice is to avoid mixed signals – thatis, making sure that what you say is consistent with how you say it.4. Physical Context – This refers to the physical environment or surroundings within whichwe communicate and includes two aspects – 1) color and layout and 2) design.Colors are known for their symbolic meaning and have associations with different feelings.For example, colors like black and grey are associated with death, mourning and negativefeelings. Yellow and green are associated with more positive feelings. Of course, these canalso vary across cultures. The point to remember is that you can make the right impressionswith use of the right colors.Layout in a work environment refers to the size of an office, or the arrangement ofurniture. Design refers to the type of chairs, desks or carpeting. All these can convey status,formality or informality.We have seen how the types of non-verbal communication outnumber the types of verbalcommunication. Non-verbal communication is an important supplement to verbalcommunication and can enhance verbal communication, if used in a positive way. Thesender should use the right non-verbal cues to convey a positive message, while the receiver should learn to look for unintended messages conveyed by non-verbal communication.
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