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How To Communication Effectively
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Communication Excellence!
Dr. Paul L. Gerhardt The Organizational Doctor
Important Questions:
• Why is communication important in organizations?
• What are the steps in the communication process?
• How can I identify how to best get effective communication across?
• What is my preferred communication style?
• What tips for success can I come up with?
• What role does non-verbal communication play in the process?
• What are the barriers to effective communication?
• What are some techniques we can use to overcome these barriers?
• How to identify communication preferences• Navigating Conflict Successful
Today We Will Explore Communication:
Ego States—BerneCritical Parent—Control conversation, autocratic style, judgmental, opinionated, demanding, disapproving, disciplining
Sympathetic Parent—Protecting, permitting, consoling, caring, nurturing, consultative, participative
Natural Child—Curious, intimacy, fun, joyfulness, fantasy, impulsive (not very managerial)
Adapted Child—Rebelliousness, pouting, angry, fear, anxiety, inadequacy, procrastination, finger-pointing, aggressive.
Adult Ego—Gather information; rational thinking, calculating, factual, unemotional, cool, calm behavior
Sample Transactions
Complementary Behavior Sample (Child-Parent)• Employee (Child) “I just dropped the thing when I was almost done. Now I
have to do it all over again.” • Supervisor Response (Parent) “It happens to all of us; don’t worry about it.”
Complementary Behavior Sample (Adult-Adult)• Employee (Adult) “I’ll have it done before tow o’clock, no problem.”• Supervisor (Adult) “Please get this order ready for me by two o’clock.”
Crossed Transaction (Child-Child)• Employee (Child) “I just dropped the thing when I was almost done. Now I
have to do it all over again.” • Supervisor (Child) “You are so clumsy”
Crossed Transaction (Parent-Child)• Supervisor (Parent) “Please get this order ready for me by two o’clock.”• Employee (Child) “Why do I have to do it? Why don’t you do it yourself? I’m
busy.”
Applying Effective Criticism/Feedback
• Give more praise than criticism.• Criticize immediately.• Criticism should be performance-oriented.• Give specific and accurate criticism.• Open on a positive note and close by repeating
what action is needed.
Steps of Assertive Behavior
• Set an objective.• Determine how to create a win-win
situation.• Develop assertive phrases.• Implement your plan persistently.
Habit 4: Think Win-Win
• The Habit of Interpersonal Leadership• A belief in the Third Alternative • It’s not your way or my way: it’s a better way• Balance courage and consideration in seeing
mutual benefit• Persist in looking for win-win outcomes
despite past win-lose conditioning
Think Win-Win
Steps to a Successful OutcomeRemember to breathe, stay centered, and monitor your emotions.
Step 1: Use a soft entry.Step 2: Introduce the problem or challenge from your perspective. If this is difficult for you - say so. If not, don’t.Step 3: Cultivate an attitude of inquiry, discovery and curiosity. Let them express their perspective - fully.Step 4: Acknowledge their perspective. Step 5: Problem-Solving. Now you’re ready to begin building solutions.
Brainstorming and continued inquiry are useful. Ask your opponent/partner what they think would work. Whatever they say, find something that you like and build on it (reframing).
If the conversation becomes adversarial, go back to Step 3. Asking for the other’s point of view usually creates safety, and they’ll be more willing to engage.
MBTI Activity- Review1. Divide the team into Dominant groups:
S, N, T, and F2. Answer the following questions:
3. Discuss your answers with others in your group and record these answers on flipchart paper.
• What would you want to hear about first?• What would you need to hear about?• What could be left out?• What might offend you or cause you
to work against the policy?
If someone were trying to persuade you to support a policy in the workplace,
The Steps Involved in the Communication Process:
Ideating—developing an idea or message – information to be transmitted
Encoding—symbols, words, non verbal cues, pictures or diagrams
Transmitting—memos, letters, telephone, e-mail, policies, face-to-face verbal communication
Receiving—listening, reading, observingDecoding—translating a received transmission into an
interpreted meaningActing, the final step—the receiver has a choice at this
point to either ignore the transmission, save it for a later response, or do something else with it.
TRANSMITTING
RECEIVING
Oral message requires good listening skills
Written messages require attention to stated and implied meanings requires good listening skills
Communication Process
The way we communicate with others and with ourselves ultimately determines the quality of our lives.
~ Anthony Robbins
DECODING
Meaning cannot be transmitted
Receiver must translate to perceived or
interpreted meaning
BARRIERS can occur anywhere but most likely in DECODING
Non-Verbal Communication
KENESIS
PARALANGUAGE
Acquaintance with a purpose
Usually treat them as if they don’t exist
Must know them intimately Well acquainted
PROXEMICS(physical environment)
INTIMATE ZONEZero - two feet
PERSONAL ZONETwo – four feet
SOCIAL ZONEFour – twelve feet
PUBLIC ZONEMore than twelve feet
Barriers to Communication
Frames of Reference
Filtering
Structure
Information Overload
Semantics
Status Differences
ACTINGThe Final Step
in Communication Process
Can Ignore
Store for
Later
SENDER
Do Something Else With It
OR
Frames of ReferencePeople communicate differently due to:
• Learning• Culture• Experiences• If participants have a common frame of
reference, have effective communication• If frames of reference are different,
communication may be distorted
Can be intentional
FILTERING(can occur either direction)
OR unintentional
Managerswithhold negative
information
Errors in Encoding and
Decoding
Employees manipulate
information in order to avoid
the appearance of having a problem
Due to different frames of reference
Learning
Culture
Experience
Love Happiness
LiberalConservative
Abstract words may cause
decoding problems(semantics)
Computer Typewriter
BookOffice
Semantics
Different words have different
meaning to different people
Sender cannot transmit
understanding or meaning
Concrete words have little
difference from sender to receiver
Elements That Can Help With Overcoming Communication Barriers
• Repetition• Empathy• Understanding• Feedback• Listening
Guidelines for Effective Listening Stop talking. It is impossible to listen and talk at the same time. Listen for main ideas. Be sensitive to emotional deaf spots that make your mind wander. Fight off distractions. Take notes. Be patient. Let others tell their stories first. Empathize with other people’s points of view. Withhold judgment. React to the message, not the person. Appreciate the emotion behind the speaker’s words. Use feedback to check your understanding. Relax and put the sender at ease. Be attentive. Create positive listening environment. Ask questions.
Levels of Listening How can you tell when someone is listening to you at each of these levels?
Ignoring—Making no effort to listenPretend Listening—Making believe or giving the appearance you are listeningSelective Listening—Hearing only the parts of the conversation that interest youAttentive Listening—Paying attention and focusing on
what the speaker says and comparing that to your own experiences
Empathic Listening—Listening and responding with both the heart and mind to understand the speaker’s words, intent and feelings.
Empathy
Sender should put themselves in the receiver’s
shoes when composing the
message
The greater the gap in learning,
culture, and experiences, the
greater the effort must be
A technique to understand the receiver’s frame
of reference
“When you listen with empathy to another person, you give that person psychological air.” ~ Stephen R. Covey
Feedback is a must to ensure that messages have been understood and received and helps the sender and receiver obtain mutual understanding
Studies show that schools that use downward communication need effective upward communication to have effective communication
Feedback
Two-way communication takes more time but provides more satisfaction and is
recommended in all but the simplest and routine transmissions of information.
• How do you feel about my statement?• What do you think?• What did you hear me say?• Do you see any problems with what we
have talked about?
To solicit feedback, try these questions:
Suggestions Regarding Feedback
• Promote and cultivate feedback but don’t force it
• Reward those who provide feedback and use it
• When possible, go straight to the source and observe the results – don’t wait for feedback
• Give feedback to subordinates on the output of feedback received
Suggestions for Improving Listening Skills
• Stop talking • Put the talker at ease • Show the talker you want to
listen • Remove distractions • Empathize with the talker • Be patient • Hold your temper • Go easy on argument and
criticism • Stop talking
Thank you for your participation!