Proxemics, Chronemics, and Spatial Arrangement

• Technical Communication, Chapter 1: Dynamics of Communication

Definition of Communication

• Communication is the exchange of ideas and information through signs, symbols, or common language.
• Communication involves creating understanding in the mind of another, acting as a bridge of meaning and requiring a systematic and continuous process of telling, listening, and understanding. (Louis A Allen)

Process of Communication

• The Shannon-Weaver Model of communication shows Feedback, Message, Sender, Encoding, Decoding, Receiver, Channel and Noise.
• It involves a sender with ideas, which initiates communication consciously or unconsciously; creating an idea is known as ideation.
• Encoding converts the sender's idea into a common language or code for understanding and this process of converting the idea is known as encoding.
• Code can be language, image, figure, fonts or color.
• Code can be oral or written or body language.
• Message is information or knowledge intended for another party.
• The objective of communication is to transfer the message from sender to receiver.
• Channel refers to a medium through which the message is transmitted, such as air for spoken language or materials for written communication.
• Channel is vital to communication; without a channel, messages cannot be conveyed.
• Receiver is at the end of the communication cycle, receiving the sender's message which could be an individual or group.
• Decoding is the process of understanding the message shared by the sender.
• If encoding and decoding are incomplete, the communication will break down.
• Feedback is the response from the receiver to the sender, essential for communication.
• With feedback, the cycle restarts with roles reversed.
• Feedback can be either positive or negative.
• Noise is anything that disrupts communication and it has two basic types.

Engineering and Semantic Noise

• Engineering noise or Channel Noise occurs from a disturbance in a electronic channel. Semantic noise happens when the message is misunderstood.
• A statement like "He killed a man with a gun" could mean he used a gun to kill the man, or the man killed had a gun.

Verbal Communication

• Communication through words/language of speaking and writing
• Verbal communication has less chance of confusion and misunderstandings

Non-Verbal Communication:

• Communication without the use of words, using gestures, postures, facial expressions, and eye-contact.
• Non-verbal communication include signs and symbols and has more chance of confusion and misunderstandings

Types of non verbal communication

• Kinesics: Study of body language in communication
• Proxemics: Study of space and place in communication
• Chronemics: Study of time in communication
• Para-linguistics: Study of vocal/spoken communication
• Haptics: Study of touch in communication

Kinesics

• Includes Personal Appearance, Posture, Gesture, Facial Expression and Eye-contact

Proxemics

• Study of physical distance and space between communicators.
• Edward T. Hall coined the word in 'The Hidden Dimension'.
• Proxemics implies power relations, with the more powerful party receiving more space.
• Focuses on relative distance depending on the relationship
• Edward Hall divides Proxemics into four zones: Intimate, Personal, Social and Public

Proxemics Zones

• Intimate zone (0 to 18 inches): Reserved for close relationships like husband-wife, lovers, parents and children; used for confidential communication.
• Personal zone (18 inches to 4 feet): For family members, close friends, and affable colleagues.
• Social zone (4 to 12 feet): Observed in business meetings and informal groups.
• Public zone (12 to 30 feet): Used for public speeches and interactions with strangers and large audiences.

Chronemics

• Chronemics is the study of time in non-verbal communication.
• Time is a powerful tool for communication.
• Chronemics helps to meet goals and makes communications more fruitful.
• Aspects of Time-Management include:
  • Punctuality
  • Effective use of time
  • Appropriate speed of speaking

Monochronic and Polychronic Time

• Hall and Hall coined these terms
  • Monochronic Time:
    • Focuses on single tasks and has a strict approach that concentrates on a job
    • They follow schedules, are perfectionists, and emphasize time-management
    • It gives importance to work and include countries such as European countries and the USA
  • Polychronic Time:
    • Focuses on several aspects at once and has a flexible approach
    • They get distracted and flexible regarding schedules and deadlines
    • They give more importance to relations and include countries such as Asian and African countries

Haptics

• Definition: the study of touch and how people and animals communciate via it.
• Derivation: Derived from Greek "haptikos" meaning medical and biological applications of touch.
• Examples: handshake, pat, kiss, slap, hug, tickle etc.
• Meaning: Each touch can communicate a unique message like fear, disgust, love, encouragement, gratitude, sympathy, anger, pain, or violence
• Connection: Connected to proxemics as haptics and proxemics communicate through space and territory.
• Cultural Context: Different around the world. It is insignificant to touch in Western and British cultures, but frequent among Italian and French.

More about Haptics

• Heslin's categories of Haptics:
  • Functional/Professional: Task-orientation, such as a handshake
  • Social/Polite: Ritual, such as patting an arm, shoulder, or upper back
  • Friendship/Warmth: Relationship based, such as a hug
  • Love/intimacy: Emotional attachment
• Context of touch dimensions:
  • Intensity: How delicate or strong the touch is
  • Duration: How short or prolonged the touch is
  • Location: The area of the person being touched
• Haptic communication research and applications

Haptic Communication

• Frequency is the the number of touches that happen
• The instrument of touch is referring to the item that performes the touch act
• Jones and Yarbrough's research found 18 touch meanings, grouped in 7 categories:
  • Positive affect: Support, appreciation, inclusion, and affection
  • Playfulness: Affection and aggression
  • Control
  • Hybrid (mixed): Greeting + Affection
  • Task-related
  • Accidental touch
  • Ritual: Greetings and departure

Intercultural Communication

• Verbal and nonverbal interaction between different cultures.
• For successful communication you need to consider concepts such as:
  • Language: A common language can avoid barriers
  • Body Language: Meanings of actions such as eye-contact, e.g. giving ‘Ok’ sign in Brazil is an insult

Intercultural Communication Factors

• Ideological Differences: Varying sets of beliefs, e.g. Western countries focus on materialism, Eastern countries on spiritualism
• Cultural Customs & Traditions: Differing customs, manners, values, and social habits.
• Greetings and Meetings: Different greeting rituals, e.g. India's namaste vs. France's cheek kiss

Further Intercultural Concepts

• Time importance differs across cultures (Monochronic vs. Polychronic) such as Japan, UK, USA vs. South-Asia
• Personal Space concepts vary such as Canadians, who don't like intrusion, vs. Arabs, who stand close to the same-gender
• Hierarchy awareness is needed in foreign business, e.g. USA treats all employees equally, but South-Asian countries emphasize hierarchy
• Decision-making processes also differ, e.g. Japan/UK make team decisions slower than India's individual decisions

Barriers of Communication

• Language & Semantic Barriers
• Physical & Environmental Barriers
• Technological Barriers
• Psychological & Emotional Barriers
• Perception & Attitudinal Barriers
• Cultural Barriers
• Organisational Barriers

Language & Semantic Barriers

• Semantics: The study of communication and its use of signs and symbols, which can vary. The linguistic or semantic barrier is misunderstanding or misinterpretation of meaning.
  • Difference of Language dialects or accents can make the message difficult to understand
  • Faulty Translation sender may translate message incorrectly
  • Limited Vocabulary: If you have a diverse vocabulary makes communication effective
  • Ambiguity of Words: If something has many meanings and is not clear it will lead to misunderstandings
  • Technical Jargons: The use of complicated technical terms that may not be well understood
  • Symbols with Multiple Meanings: Because symbols can can confuse the listener
  • Misguiding Body Language: Creates conflict

Physical & Environmental Barriers

• Definition: factors acting as distractions and hindering communication that are natural or can be is human caused"
  • Physical Disabilities: It causes a problem with communicating
  • Time: An unsent message will not have the effect
  • Place: An Inconvenient place, uncomfortable furniture and poor lighting will make communications irritable
  • Space: The speaker does not have sufficient knowledge of proxemics. Proxemics is a communication tool used with space parameters in mind.
• Noise: It impedes communication and makes the message less accurate, productive, and comprehensible.
• Climate: Adverse weather will effect communications

Technological Barriers

• These are addressed in order for a company to succeed.
  • Wrong Choice of Medium can create a barrier to communication if the sender uses the wrong one
  • Outdated Technology: The outdated system that lags is can disrupt communication
  • Lack of Required Software/App: If it is not there the communication suffers
  • Internet Issues: Poor internet connectivity hinders the conversation
  • Limited Access: Can demotivate

Psychological and Emotional Barriers

• Mental and psychological issues may be barriers to effective communication.
  • Information Overload: Too much information results in to feel overwhelmed.
  • Fear of Mistake: Suffer from critism
  • Emotional Distractions: Expressing blurred thoughts
  • Poor Attention: Ignoring what anothes says, not replying correctly

Perception & Attitude Barriers

• How we see the issues are influenced and the assumptions that we make
  • Prejudice: Assumptions lead to barriers in communication
    • Halo Effect: When you think that someone is all positive
    • Horn Effect: When you think that someone is all negative
  • Discrimination on the Basis of Gender, Religion or Race: Prevents healthy conversation
  • Lack of Interest/Motivation can cause lack of conversation.
  • Lack of Trust causes miscommunication

Cultural Barriers

• Interactions vary depending on culture and you may not be aware
• Language, Body language, Place, Time, Customs, Religious perception will make barriers in communication.
• It is recommended to to go slide 20 for more information

Organisational Barriers

• Organizational barriers arise within the structure of an organization and impedes information flow among employees can contribute.
  • Absence of Communication Policy: No way encourage the communication
  • Excessive Authority/Hierarchy Layers: Excessive authority layers information information may be distorted
  • Filtering: Information distorted
  • Negative Environment: Organizational climate that discourages convos
  • Organizational Facilities in their absence communication is hurt

Explore proxemics, chronemics, and spatial arrangement with theoretical insights. Understand Edward T. Hall's proxemic theory and time orientation in cultural contexts. Analyze non-verbal communication and its impact on interactions.