UNIT IV

Non-verbal aspects of Communication

Question Bank

Q1). Define Body Language.

A1). When we talk about "communication," we often mean "what we say": the word we use. However, interpersonal communication is more than the clear meaning of words and the information and messages they convey. It also includes implicit messages expressed through nonverbal behavior, whether intentional or not.

Nonverbal communication includes facial expressions, voice tones and pitches, body language gestures (kinesics), and physical distance between communicators (proxemics).

These nonverbal signals can provide clues and additional information and meaning in addition to spoken (oral) communication. Indeed, some estimates suggest that about 70-80% of communication is nonverbal!

Body language or body movement (Kinesics)

Body movements include gestures, postures, head and hand movements, or whole-body movements.

Body movements can be used to reinforce or emphasize what a person is saying, and can also be used to provide information about a person's emotions and attitudes. However, it can also be inconsistent with what is said about body movements.

Skilled observers may be able to detect such behavioural discrepancies and use them as clues to what someone is actually feeling or thinking.

Q2). What are the different categories of body movements?

A2). There are several different categories of body movements, including:

Emblem

Gestures that perform the same function as words are called emblems.

For example, a signal that means "OK", "Come here!", Or a hand movement used during hitchhiking. However, keep in mind that while some emblems are internationally recognized, others may need to be interpreted in a cultural context.

Illustrator

Gestures with words to explain verbal messages are known as illustrators.

For example, the common circular hand movements that accompany the phrase "over and over," or nod in a particular direction when you say "over there."

Regulatory authority

Gestures used to provide feedback during a conversation are called regulators.

Examples of "regulators" include head nods, short sounds such as "hmm" and "mm-mm", and expressions of interest or boredom. Regulators allow others to adapt their speeches to reflect the level of interest and consensus. Many people find it difficult to maintain a conversation without receiving feedback. However, again, it may vary depending on the cultural background.

Adapter

Adapters are non-verbal behaviours that meet physical needs. Adapters include actions such as scratching or adjusting unpleasant glasses, or represent psychological needs such as biting your nails when you are nervous.

Usually subconscious, adapters are more likely to be detained in public places than in the private world of the unnoticed individual. Adaptive behavior is often accompanied by feelings of anxiety and hostility.

Posture

Postures can reflect emotions, attitudes, and intentions.

Research has identified various postural signals and their meanings, including:

Open and closed postures

Two forms of posture have been identified: "open" and "closed". This may reflect an individual's self-confidence, status, or receptivity to others.

A person sitting in a closed position may have his arms crossed, his legs crossed, or placed at a slight angle from the person interacting with him. In an open position, you might expect to see someone lift your hand on the arm of the chair and face you directly. An open posture can be used to convey openness, interest, and readiness to someone, but a closed posture can mean discomfort or indifference.

Mirroring

Be aware of how your beloved couples relate to each other. You may want to observe the close relationship directly or on TV. You can see that the attitudes of the partners match, as if one partner is a mirror image of the other. For example, if one partner hangs his arm behind the chair, this can be duplicated in the other person's position. When one partner frowns, it can be reflected in the other partner's facial expression. This "mirroring" shows interest and approval among people.

Q3). Define Closeness and personal space (Proxemics).

A3). All cultures have different levels of physical intimacy that are suitable for different types of relationships, and individuals learn these distances from the society in which they grew up.

The study of personal space is called proxemics.

In today's multicultural societies, it is important to consider the range of nonverbal codes expressed by different ethnic groups. People may feel uncomfortable or defensive when someone violates the "appropriate" distance. Their actions can be misleading.

In Western society, four distances are defined by the relationships of the parties involved.

Q4). What is Para language?

A4). Every parent with a small child is familiar with the phrase "don't". The tone of that voice with me. This is a perfect example of how paralanguage (a non-verbal voice aspect) affects your message. The most obvious example is irony, where the tone of what is being said conveys the opposite of the message. Those who draw "Grree eattt" in a concise tone may not be very excited about what is being presented. Para-languages   that are less obvious include speaking speed, volume, and pitch. For example, a presentation tweeted too early suggests that the salesman is at best nervous or, at worst, dishonest. Be aware of your speaking speed and try to speak loudly and clearly as you can hear it. But be careful not to be too noisy, as this will come off as warlike and unpleasant.

Q5). Define Communication.

A5.) Communication is one of the basic elements of business. Customers, partners, and remote employees are people who should be able to stay in touch 24 hours a day, 7 days a week. You can grow your existing enterprise by means of supporting remote team collaboration. In particular, you can open new branches, find new clients and expand their reach (both domestic and international).

A few years ago, the capabilities provided by the introduction of IP telephony were seen as the best opportunity in the field of business communications. Today, advanced technology has advanced to allow interlocutors located hundreds of thousands of kilometres to feel the true effect of their presence. They can feel like they are sitting in the same room. This article describes which communication trends are leading the way towards 2020.

Q6). State the Importance of Technology in Business.

A6). Importance of Technology in Business:

1. Technology improves business' communication.

Businesses rely on several aspects of technology for communication like email, Skype, instant messaging, business phones, video conferencing technology, etc. Communication breakdowns can result in disasters for businesses and employees. Technology can assist in ensuring that you simply are prepared for even the most difficult communication obstacles.

2. Technology increases efficiency.

It's no secret that there are some awesome technological advancements in recent years. Advancements like Lifesize's video conferencing technology and Zulty's VOIP phone cloud solution are strategically designed to enhance efficiency and reduce lay time within the office.

3. New innovations protect important assets.

Cyber-attacks are growing at an alarming rate. So too are the amazing cyber-security defences like Sophos' Deep learning technology. In an age where most important business assets are stored within the cloud or on endpoints, it's imperative that businesses employ security technology to protect those assets.

4. Employees demand it.

The role of technology in business isn't new, but it's expanding. Employees expect their employers to provide them with the latest and greatest technology which can, in turn, help them be successful in fulfilling their job responsibilities. It's hard to compete against businesses that fully employ technology advancements when your own business is lagging in their technology.

5. With technology, there are no limitations.

Client-Map-Update-2017

We know this principle is true from first-hand experience. We are a company that has 20 employees stationed in 10 different locations across the North-western us. If it wasn't for technology, we simply wouldn't achieve success in coordinating all of the workers. Businesses across the state are are diverse in needs, culture, and education. Advances in technology can help businesses address these differences unlike ever before. There’s no limit to what are often accomplished by a business that employs a successful technology plan.

6. Technology keeps employees engaged.

Technology keeps employees engaged in many different ways. It allows employees to telecommute to work. It encourages collaboration between co-workers in businesses through tools like file sharing. It improves communication. It reduces stress by allowing you to schedule important deadlines and meetings on your electronic calendar. It also gives employees flexibility to perform work functions on your mobile device.

7. Tons of new resources exist which will improve your business.

Technology is growing fast, prices are dropping, and new innovations are being rolled out constantly. If you haven't been consistently looking out for new technology to help your business, chances are that you have missed something. For instance, the Comfort Company implemented video conferencing technology that saved them time and costs while improving relationships and communication. Savage Public Schools discovered the necessity to totally revamp their technology and have since enjoyed an improved school system. There certainly are technology solutions out there which will improve your business.

8. Technology is important to succeed.

Whether you like it or not, technology is important to business success. Employees believe it for day-to-day operations. Outside companies, clients, and prospective clients evaluate you on your use of technology. HR relies on technology to coach and develop employees. Accounting employees rely on technology to complete payroll and execute necessary monetary management functions. Management relies on technology to communicate with those they supervise. Without technology, companies would almost certainly fail to accomplish all that there's to try to do.

9. Technology increases the capacity of businesses.

Technology allows businesses to succeed in more people in less time. For instance, here at Pine Cove, we use a spread of technology mediums to speak with our clients, potential clients, and experts within the industry. We use technology to host monthly webinars, to send e-newsletters, and publish news and blogs. Technology also increases the capacity of businesses to work together through technology like CRM's.

10. Technology saves time and money

Lastly, technology now performs many of the mundane tasks that employees wont to be expected to perform. This enables employees to focus their time elsewhere on more important duties. This will save money by cutting back on employee expenses and improving productivity.

Q7). What is Internet?

A7). While the internet makes some aspects of business easier for both the customer and therefore the company, the element of communication can sometimes be more challenging. Granted, email provides customers with the convenience of typing a message and sending it with the click of the mouse. At the same time, the faceless quality of online communication can create hindrances to companies that do much of their business online. As a result, savvy businesses take the time to consider the various areas of Internet communication to ensure that their customers receive the simplest service available.

Q8). Define Fax.

A8). Fax (short for Facsimile), that is referred to as telecopy or telefax (the latter stands for Telefax) that connects scanned printed matter (both text and images), to a printer or other output device. It will be sent by phone to the phone number you received. The real document is scanned by a fax machine (or telecopier), the content (text or image) is than processed as a single fixed graphic image which is converted to a bitmap, and then sent in audio format over the telephone system. I will. -Frequency tone. The receiving fax machine interprets the tones, reconstructs the image, and prints a copy of the paper. Early systems converted image darkness directly into audio tones in a continuous or analog way. Since the 1980s, most machines use the digital representation of the page to modulate the transmitted audio frequency. This digital representation is compressed for quick transmission of all white or all black areas.

Almost all modems manufactured today can send and receive fax data. F. Even if the document is text-only, it is treated as a computer-scanned image and sent to the recipient as a bitmap. If the recipient just wants to read the message, faxing the message online can help. However, if you need to edit the document, you will need to convert it to ASCII text with an OCR (Optical Character Recognition) program or manually re-enter it on your computer. A more efficient way to send documents that need to be changed is to use an email system. The email file is already ASCII text, so you can quickly edit it with any text editor or word processing program.

The Internet has come to offer new and cheaper ways to send faxes in some cases. Many free for-profit companies offer arrangements for using the Internet instead of the private telephone system for most or part of the path to the fax point. Some services also offer the ability to broadcast faxes to multiple addresses.

Q9). Write short note on Email with its merits.

A9). Any company that does business online has an email address for customers to use, and most companies offered several different addresses that enable customers to send the message to the proper department within the company. The question is often not one of email, but rather of what sort of email to possess. While online providers like Google, Yahoo! and Hotmail offer free email, these sorts of services often leave the user with spam issues. Additionally, a number of these services mistakenly block messages to customers. This means that a company should consider investing during a business email provider that gives stronger filters.

Advantages of using email for business

E-mail is a great advantage for businesses because it allows them to send all kinds of electronic data efficiently and effectively.

Benefits of using email

1. Email can improve efficiency, productivity, and business readiness. The use of email in business is as follows:
2. Cheap-Sending an email costs the same regardless of distance or number of recipients
3. Fast-Email should reach recipients in minutes, or at most hours
4. Convenient-Messages are stored until the recipient is ready to read, making it easy to send the same message to a large number of people.
5. Persistent-You can keep a record of your messages and replies, including details of when the message was received.
6. One of the main benefits of email is that you can attach files to email so that you can quickly and easily send electronic files such as text documents, photos and datasheets to multiple contacts at the same time.
7. Check with your Internet service provider to see if there is a limit to the size of email attachments you can send. Some companies may also limit the types and sizes of attachments that they are willing to receive.

You can further benefit and improve efficiency by configuring your email software as follows:

a)     Automatically create entries in the address book for every message you send and receive.

b)    Automatically respond to incoming emails. For example, confirm receipt of an order or let others know that you are on vacation or out of the office.     

Q10). What is Gmail account?

A10). In March 2020, Google rolled Meet to a private (free) Google account.

Free Meet calls can only have one host and up to 100 participants, compared to the 250-caller limit for Google Workspace users and therefore the 25-participant limit for Hangouts. Unlike business calls using Meet, consumer calls aren't recorded and stored. Google states that Meet's consumer data won't be wont to target ads. Call data is reported not getting used for advertising purposes, but Google reserves the proper to gather data on call duration, participants, and participants' IP addresses, supported an analysis of Meet's privacy policy.

Users need a Google account to start out a call, and like Google Workspace users, anyone with a Google account can start a Meet call from within Gmail.

Starting March 2021, each free meeting is going to be limited to hour.

Q11). How can you explain the term Web conferencing.

A11). Web conferencing is used as a general term for various types of online conferencing and collaboration services such as webinars (webinars), webcasts, and web conferencing. It may also be used in the narrower sense of peer-level web conferencing contexts to clarify from other types called collaboration sessions. The terms associated with these technologies are accurate and web conferencing, but there are specific organizational practices for usage to provide references to usage of the terms.

Web conferencing is generally made possible by Internet technologies, especially TCP / IP connections. Services may enable real-time point-to-point communication and multicast communication from one sender to many recipients. It provides a data stream of text-based messages, voice and video chats that are shared simultaneously in geographically dispersed locations. Web conferencing applications include meetings, training events, lectures, or presentations from a web-connected computer to another web-connected computer.

Q12). What is Video conferencing?

A12). Video conferencing is a visual communication session between two or more users no matter their location, featuring audio and video content transmission in real time.

For effective video conferencing, business companies or organizations got to set up a profiling conferencing software and hardware solutions for rooms, PCs, mobile devices, and browsers. Video conferencing consists of an endpoint (ranging from an easy PC to a telepresence system), video conferencing server (to run group videoconferencing), peripherals (webcam, microphone, speakerphone, headset, etc.) and software infrastructure (video processing, content transmission, integrations). Video conferencing may be a modern high-tech communication tool for increasing efficiency for businesses, optimizing and accelerating decision-making processes, and cutting customer’s and company staff travel costs.

Q13). What is the Video Conferencing benefits?

A13). Video Conferencing Benefits

1. Save your time. You’ll run video meetings with remote colleagues on the run right from your desktop or meeting room. With video meeting solution you don’t waste some time and money on business vacations, cut event management costs, etc.
2. Easy-to-use. You only need to schedule your video meeting, invite your colleagues and begin video conferencing right away! Your conferencing software also will send you a notification to remind you of your meeting. Additionally, video conferencing system interface is extremely user-friendly and doesn't need additional trainings.
3. Collaboration tools. For efficient workflow video conferencing system often features different collaboration tools, like content and screen sharing, slideshow, instant messaging. Collaboration tools allow multiple users to figure on a joint project, share their results and brainstorm ideas.
4. Real-life impressions. As compared to phone talks, video conferencing is far closer to real life because it features visual contact. During a video meeting you'll see user’s emotions and articulation and establish eye contact, which is crucial for social communication and particularly business interactions. Additionally, video conferencing systems don't allow users to distract, making it easier to focus on the communications as during a true meeting.
5. Security. Modern video conferencing systems are based on specialized codecs, proprietary protocols and actively using encryption, which is why security risks can only be caused by a human factor.

Q14). How do we do a meeting through Zoom App?

A14). An American communications technology known as Zoom Video Communications, Inc. (Or simply Zoom) which is headquartered in San Jose, California. It helps people with its video telephony and online chat services via a cloud-based peer-to-peer software platform, used for conference calls, telecommuting, distance learning, and social relations.

Former Cisco engineer and executive Eric Yuan founded Zoom in 2011 and released the software in 2013. [8] Zoom's aggressive revenue growth and recognition of the ease and reliability of its software have made it a "unicorn" company with a valuation of $ 1 billion in 2017. The company first made a profit in 2019 and completed its initial public offering that year. The company participated in the NASDAQ-100 Stock Index on April 30, 2020.

Since the beginning of 2020, Zoom's software usage has increased significantly worldwide with the introduction of quarantine measures adopted in response to the COVID-19 pandemic. Its software products face public and media scrutiny related to security and privacy issues. Some of Zoom's employees are based in China, raising concerns about surveillance and censorship.

Q15).What is Google Meet App? Write down its features.

A15). Google Meet (formerly Hangouts Meet) may be a video communication service developed by Google. It's one among two alternative apps to Google Hangouts, and therefore the other is Google Chat.

The features of Google Meet are:

1. Two-way and multi-directional audio and video calls with resolutions up to 720p
2. Accompanying chat
3. Call encryption between all users
4. Noise cancelling audio filter
5. Video low light mode
6. Ability to hitch a gathering via an internet browser or Android or iOS app
7. Integration with Google Calendar and Google Contacts for one-click conference calls
8. Screen sharing for viewing documents, spreadsheets, presentations, or other browser tabs (if you're employing a browser)
9. Ability to call meetings using US dial-in numbers
10. The host can reject the entry and delete the user during the decision.
11. Google Meet uses a singular protocol for transcoding video, audio, and data. However, Google has partnered with Pexip to supply interoperability between Google Meet and SIP / H.323-based conferencing equipment and software.

Q16). Define Cisco WebEx Meetings App.

A16). Cisco WebEx may be a suite of video conferencing and collaboration products. This cloud-based collaboration suite consists of software like WebEx Meetings, WebEx Teams, and WebEx Devices. The WebEx suite integrates Cisco's WebEx web conferencing platform with the Cisco Spark team collaboration app. The service was rebranded under WebEx in April 2018 to centralize Cisco's collaboration portfolio.

Cisco WebEx products provide features like online conferencing, team messaging, and file sharing. The suite is taken into account the leading collaboration platform within the unified communications space and is meant for both small group collaborations for SMBs and enormous group meetings for enterprise-wide deployments.

Users can join the video conference from the desktop or mobile app. An internet version of WebEx is additionally available, but other versions offer more features. Users also can share files and participate in team messaging features. This service is supported by both the Cisco WebEx Meetings app and therefore the WebEx Teams app.

Q17). What does Cisco WebEx offer?

A17). WebEx Teams may be a cloud-based team collaboration application with video conferencing, messaging, file sharing, and a whiteboard. The software provides a permanent virtual meeting room for internal and remote teams to collaborate. WebEx Teams is primarily a cloud-based service, but it also supports hybrid and on-premises systems.

WebEx Teams provides third-party app integration, from project management services like Asana and Pivotal Tracker to customer relationship management like Salesforce and Zendesk. WebEx Teams also provides integration via API through the Cisco WebEx for Developers program. The platform allows developers to create custom apps that reach Teams functionality to everyday workflows.

Q18). Define WebEx meeting.

Q18). WebEx Meetings is Cisco's cloud-based web and video conferencing service that permits global and virtual teams to collaborate in real time on mobile devices and standards-based video systems. WebEx Meetings includes features like screen sharing, meeting recording, customizable layouts, and meeting broadcasts.

WebEx Meetings is integrated with Slack and Microsoft Teams, so users can start or join WebEx video conferencing directly from either platform. WebEx Meetings provides calendar integration for Outlook, Office 365, Google Calendar and more, and also integrates with IBM Connections and Microsoft OneDrive for file sharing.

WebEx Meetings features a private room that users can customize, schedule meetings, and hold open for unplanned meetings. Users also can schedule meetings from the WebEx team, join WebEx meetings from the team, and continue conversations with the team after the meeting is over.

WebEx Meetings supports large-scale events like webins and virtual training. WebEx events support interactive webins and events for up to three ,000 attendees. WebEx Training supports live or on-demand training sessions with features like testing and automatic scoring for over 1,000 participants. WebEx Webcasting supports large-scale virtual events with over 40,000 participants.

WebEx Meetings also features a customer service called WebEx Support. The service includes features like live chat, video conferencing, remote desktop control, automatic queuing and routing.

Q19). What is WebEx device?

A19). Cisco WebEx includes a spread of meeting room devices with WebEx Room Series and WebEx Board. The WebEx Room series includes a kit of devices with cameras, codecs, speakers, and microphones for little and medium-sized conference rooms. The kit integrates with a flat panel display to support cloud and on-premises deployments. The WebEx Room Kit supports meeting rooms which will accommodate up to 7 people, and Room Kit Plus supports meeting rooms which will accommodate up to 14 people.

WebEx Room 55 supports small and medium-sized meeting rooms which will seat 6 to eight people. Includes 55-inch 4K display, camera, codec, microphone and speakers. WebEx Room 70 supports an outsized meeting room which will accommodate up to 14 people and features one or dual 70-inch 4K display, integrated camera, microphone and speakers. Both WebEx Room 55 and WebEx Room 70 are built for cloud and on-premises deployments and offer advanced features like speaker tracking, automatic framing and wakeup.

The WebEx board features a 55-inch or 70-inch interactive whiteboard that gives wireless presentations, audio and video conferencing, and content annotations. Content created on the WebEx Board is stored within the cloud and may be accessed from the associated virtual workspace within the WebEx Teams app.

Q20). What are the disadvantages of using email?

A20). Despite its many advantages, there are certain weaknesses in email that need attention:

1. Spam-Unless you install a firewall and anti-spam software, unsolicited email can overwhelm your email system. Other Internet and email security issues can occur, especially if you are using cloud or remote access.
2. Virus-Easy to spread via email attachments. Find out how to detect spam, malware and viruses.
3. Sending Emails by Incorrect-The click of a button can cause an email to be accidentally sent to the wrong person, revealing sensitive data or sensitive business information. Care must be taken to minimize the possibility of business data breaches and theft.
4. Data Storage-Electronic storage space can be an issue, especially if emails with large attachments are widely distributed.
5. The informal nature of email can lead to inadvertent or inadvertent remarks and can be damaging to your business. To minimize these risks, you need to create and implement business email and Internet usage policies.