Earthsoft Effective Communication

Earthsoft Foundation of Guidance
Edge-Aggressive-Reliable-Trust-Honesty-Soft-Obedient-Fun-Transparent
Making earth little softer
About us
Earthsoft Foundation of Guidance (EFG) has uploaded following presentations at http://myefg.in/downloads.aspx Also https://dl.dropbox.com/u/83265908/Links-events.xls has links Be mentor using your education, knowledge & experience to contribute for a social cause & do conduct free training seeking help of existing platforms. Kindly share with your friends Motivation for higher study, Planning for study, Education guidance, Career guidance, Career available after SSC & HSC Personality development 3 files How to prepare resume, Tips to attend interview successfully Religion related To understand basic religion, Do &Dont tips Health related - Be vegetarian, Be healthy Corporate - Project management, Assertiveness, Ownership Finance - To avoid speculation in stock market Social - Women empowerment, Choosing life partner
Index
Communication & its components Communication attributes Effective Communication Process Active listening Feedback Barriers Tips Business Communication
Communication & its cosmponent
Communication Communication is the process of conveying Feelings, emotions, attitudes, facts, beliefs, suggestions, feedback, ideas, updates, information, thoughts between living beings By clear ways in written or verbal or speech or signals or behaviors form so that it is satisfactorily received or understood
Process
Successful communication
The communication process which consists of sender, encoding, channel, decoding, receiver, feedback and context You must understand What your message is, What audience you are sending it to, How it will be perceived Circumstances - Situational & cultural context Aim is to get message across to others clearly and unambiguously This involves effort from both the sender & the receiver
Why to communicate
To give or get credible information To feel deeply understood and accepted To vent To create excitement To avoid something uncomfortable like silence
Good communicator
An Active Listener An Effective Presenter A Quick Thinker A Win-Win Negotiator
Importance
People in organizations typically spend over 75% of their time communicating Manager mostly manages using communication Lack of effective communication skills can lead to problems for the manager Many problems in any organization can be traced to a primary cause: Poor communication
Success
Communication is only successful when Both the sender and the receiver understand the same information Getting your message across, convey your thoughts and ideas effectively. Factors contributing to job success :Communication skills, an ability to work with others & written & verbal presentations skills Inability of effectively communicate makes difficult to compete at workplace & progress
Supportive communication
Two categories : Coaching: giving advice, direction or guidance to improve performancefocus on abilities Counseling: helping the person understand and resolve a problem themselves by displaying understanding focus on attitudes
Attributes
Simple or Complex Formal or informal Intentional or unintentional Transactional Avoidable or Unavoidable Continuous Learned Complete Interactive Timely Reversible or mostly irreversible
Components
Communicators Managers Context Content / Message Physical environment (Places) Mind set of communicators Channels Smooth/ Noise / Motivation Barrier Feedback Conclusion
Verbal
Components Examples Meanings Communicated
Vocal How things are Loudness, Pitch Different said meanings Vocal intonations Rhythm, Pitch, Sarcasm, clarity disapproval Spatial Body closeness 0 2 feet Feelings of intimacy Furniture Keeping distance Formal and arrangement serious
Non verbal
Components Examples Meanings Communicated Values, competence
Image
Visual Clothing, hygiene
Facial Frown, smile, sneer Unexpressed feelings Expressions Eye Movements Looking away, staring Intentions, state of mind Posture Leaning, slumped Attitude Gestures Touch Handshake, wave Tactile Pat on the back Touch on an arm Intentions, feelings Approval Support and concern
Places
Actions
Be a champion for communication Ask When you need information? Who needs to know it? When? How to convey? Any preferred format? To work in coordination with manager and staff Mindset Negative Positive
Interactions
Communication is two way! For real communication to take place, there must be interactions with each player participating
Boss
Employee
Channels
Verbal Communication Channels having critical role of body language, gesture, posture (direct, radio, TV, satellite, telephone & devices) Face-To-Face meetings, Telephones, Video Conferencing Written Communication Channels Written text / paper-based (books, newspapers, report, letter, SMS etc ), Proof is available however emotions could be less Letters, e-Mails, Memos, Reports Electronic (e-mail,) Image/visual (TV, cinema,)
Distribution
7% spoken or written words 38% voice dynamics : tone + inflection + volume + accent + non-word sounds 55% non-verbal communication-> face gesture & body language
Majorly communication is attributed from nonverbal factors such as gestures, facial expressions, tone, body language, etc
Communication attributes
Verbal communication
Only verbal communication can create chaos while it reaches the last person.
Thought process of individual influences the understanding.
Nonverbal communication
Six ways of using non-verbal communication skills effectively Eye contact Facial expressions Gestures Posture and body orientation Proximity Paralinguistic Humor
Visual
Posture how we stand or sit indicates selfconfidence, aggressiveness, fear, guilt, or anxiety Gestures such as how we hold our hands, or a handshake or nod the head or expression Many gestures are culture bound
Visual
Facial Expression
Smile covers the most part of facial expression: Smiling is a powerful cue that transmits: Happiness Friendliness Warmth Liking Affiliation
Posture and body orientation

You communicate numerous messages by the way you walk, talk, stand and sit. Standing erect, but not rigid, and leaning slightly forward communicates to audience that you are approachable, receptive and friendly. Interpersonal closeness results when you and audience face each other Speaking with your back turned or looking at the floor or ceiling should be avoided; it communicates disinterest to your session
Gestures
If you fail to gesture while speaking, you may be perceived as boring, stiff and unanimated
A lively and animated teaching style captures attention of audience, makes the material more interesting, facilitates learning and provides a bit of entertainment.
Head nods, a form of gestures, communicate positive reinforcement to the audience and indicate that you are listening
Eye Contact
Eye is an direct & most expressive part of body Different ways of Eye Contact Direct Eye Contact: (Shows confidence) Looking downwards (careful or guilty?) Single raised eyebrow (Doubting) Both raised eyebrows (Admiring) Bent eyebrows (Sudden focus) Tears coming out (Emotional either happy or hurt) and many more
Tactile (Physical)
This involves the use of touch to impart meaning as in a handshake, a pat on the back or an arm around the shoulder.
Vocal
The meaning of words can be altered significantly by changing the intonation of voice Think of how many ways you can say "no or do you really mean it or oh! Come on! You could express mild doubt, terror, amazement, anger among other emotions.
Paralinguistic
This facet of nonverbal communication includes such vocal elements as: Tone Pitch Rhythm Timbre Loudness Inflection
Proximity
Cultural norms dictate a comfortable distance for interaction with audience. To move around the dais to increase interaction with audience. Increasing proximity enables you to make better eye contact and increases the opportunities for audience to speak & interact!
Physical space
Intimate zone Personal zone Two Family & feet closest friends 2-4 feet Friends
Intimate Zone
Social zone Public zone
4-12 feet > 12 feet
Business people Public
Personal Zone
Social Zone Public Zone
Image
We use posh & stylish clothing and physical things to communicate. This can involve expensive & neat things It is to communicate our values and expectations.
Style
How to adapt to diversity of communication styles? Communication styles for each of following differs The Socializer The Director The Thinker The Relater
Cultural difference
Interference and Noise

Interference Anything that distorts or interrupts messages Noise Interference in communication process prevents the message from being heard correctly External noise: comes from the environment Internal noise: occurs in the mind of sender & receiver both
Internal noise
Internal noise can distract and distort your saying & hearing As a speaker Keep cool, be prepared & focused Good rehearsal builds the confidence To ask intermittent questions & feedback To set the expectations of the audience As a audience Offer the best & undivided attention Acknowledge the importance of the subject
Effective communication
When there is no gap of understanding in the message between sender & receiver It enhances the probability of meeting the goals Good two-way communication is foundation of: Understanding Trust Community Efficiency Progress
Connect Initiate Listen Filter (the right amount) Interpret & Relate Add Context Global Perspective Deliver in a timely manner to the right people
Unsuccessful communication
It's a process that can be with error, often misinterpreted by the recipient It has potential to create confusion, communication gap or misunderstanding It can cause a communications breakdown or create the roadblocks An effective communicator lessens the frequency of these problems at each stage of this process with clear, concise, accurate, wellplanned communications.
Open communication
Open communication is a key value & to be ensured Track record & demonstration of truthful open communication build credibility & trust To maintain sincerity, honesty & transparency Communication about significant happenings needs to be thoroughly planned. To decide content, respective speakers, locations, timing for release & authority
Face-to-Face Communication
Few people prefer face to face communication Can be friendly & possible to nicely articulate even for complex topics Saves time in drafting & reviewing email/print Does not maintain the record Might not attract further actions Either parties can claim misunderstanding if convenient Likely to lose trust after bad experience
Interpersonal Communication
Avoid barriers to communication. Send message which can be eazily understood Actively listen. Utilize non-verbal signals. Give and solicit meaningful feedback. Adapt to diversity of communication styles try multiple channels Few people communicate only if requested
Online communication
To subscribe to an online service To learn to use email, groups, chat rooms, and bulletin boards To compose letters for email To be concise; get to the point quickly; few communication has limited no of letters To learn customs and manners involved in using on line services. E.g. use of all capital letters in email indicates that you are shouting
Employee communication
Communication is more than merely keeping the employees updated as to what may be going on in your organization or in the company at large. To do that, all you need is an e-mail message and a computer.
Real communication is to connect, listen & clarify, convey the message to employees
Miscommunication
There is likely to lose some of the part of communication In many situations much of message is lost and the message that is heard / understood is often far different than the one intended There are likely chances for miscommunication and confusion.
Communication
Is it possible to NOT communicate???
NO
Communication gap
Poor communication
Poor communication in an organization results in negative outcomes, including errors, productivity declines, distrust, lower morale, confusion, absenteeism, and general dissatisfaction
Bad communication
Letting a request go unaddressed Ignoring inputs, to hear for the sake Getting input and doing nothing with it Sharing information with only few Sharing information without context Meeting with no point, purpose, focus or result
Process
Process
Process
Source: Why to communicate? What to communicate? Usefulness Accuracy of Information Encoding: Ability to convey the information. Eliminate sources of confusion like cultural issues, wrong assumptions, missing information
Process
Effective decoding: Listen actively Reading information carefully Avoid Confusion Ask question for better understanding Receiver - Audience or individuals to whom we are sending the information. The influence for receiver Prior knowledge helps for better understanding Blockages in the receivers mind The surrounding disturbances
Process
Feedback can be: Verbal Reactions and Non-Verbal Reactions. Positive feedback and Negative feedback Context : Various Cultures (Corporate, Regional, International, etc) Language Location (Restaurant, Office, Auditorium) Situation The sender needs to communicate the context to the receiver for better clarity
Active Listening
Active listening
Truly paying attention to what others are saying Listening is an active and involved process Aim is to be absolutely certain about message being received
Listen
Focus on the Listener ( not yourself) Message ( not the words) Success (not the alternatives) To judge the content, not the messenger or delivery Visualize a positive outcome Take a deep breath, relax, and be yourself Do your homework, know what you want to say Control your negative self talk Speak from the heart rather than making impression or the ego
Developing active listening

To start comfortably, may be by greeting To listen sincerely & with empathy To demonstrate passion towards listening To ask friendly questions To attend to non-verbal cues, body language, tone of voice & words; listen between the lines To state your stand openly; be specific To demo understanding To use techniques -ask, repeat, rephrase, etc. To ask as many detail, views or suggestions how not to interrupt To reconfirm the understanding

To communicate the feelings, Don't get angry To comprehend before you judge Be validating, not invalidating To acknowledge other's uniqueness, importance To be aware of the defensiveness & adjustment needed.

To be descriptive, not evaluative To describe objectively, reaction & consequence To be conjunctive, not disjunctive To own - use "I", not "They To practice supportive listening, not one way listening To decide on specific follow-up actions and specific follow up dates Not to react to emotional words, but interpret the purpose Not to totally control conversation; acknowledge & reconfirm what was said Do not threaten
Active listener
Understand your own communication style High level of self-awareness to create good & long lasting impression Understand how others perceive you Avoid changing with every personality you meet Make others comfortable by appropriate behavior that suits your personality Use normal communication Smile, Gestures, Eye contact, Your posture Give Feedback Summarize to ensure that you understand. Reconfirm what you think you heard
Active listener
Be an active listener Listen with a purpose. One part of human mind pays attention, so it is easy to go into mind drift. If it is difficult to concentrate then repeat the speakers words in your mind Allow your conversation partner to speak Respect the other persons point of view Concentrate on the conversation Only hearing for the sake might miss vital information
Feedback
Feedback
Feedback has three main functions: Insight Adjustment Assurance Feedback should be Specific Timely Descriptive Sensitive Helpful Intension is to support for improvements
Feedback
Be aware why people hesitate to give feedback It is crucial that we realize how critical feedback can be and help to overcome our difficulties It is very important and can be very rewarding, help to improve It requires skill, understanding, courage, and respect for yourself and others Request for feedback, particularly weaknesses to improve & seek for guidance
Feedback
Maintain a high degree of feedback throughout the communication process. Feedback taps basic human needs, to improve, to compete, to be accurate; people want to be competent. Feedback can be reinforcing; almost always appreciated and motivates people to improve.
Feedback
To ask questions to audience To clarify your message To improve understanding To get deeper into the issues To discover motives To show interest by asking questions about ideas and experiences To avoid questions that pry into personal matters. To be sensitive when asking questions , frame them tactfully
Giving feedback
Comments to be intended to help recipient. Speak directly and with feeling Describe what the person is doing and the effect the person is having Dont be threatening or judgmental Be specific, not general, use clear and recent examples Give feedback when the recipient is open to accepting it. Check to ensure the validity of your statements. Include the points which could be acted Dont overburden than person can handle
Receiving feedback
Dont be defensive. Take feedback positively & as a opportunity to improve Seek specific examples. Be sure you understand (summarize). Share your feelings about the comments. Ask for definitions. Check out underlying assumptions. Be sensitive to senders nonverbal messages. Ask questions to clarify.
Positive feedback
Barriers
Barriers
Any obstacle that blocks communication Audience related Ineffective listening Wrong Perceptions, Attitude Annoying or distracting mannerisms Speaker related Speech related problems Lack of trust Evaluation or judgment process Appropriateness of language or other expression of the message (internal noise) External noise
Interpersonal Barriers
To match characteristics of message & channel To choose carefully method of sending To minimize inconsistencies between words, style of speaking, facial expressions, posture. To choose appropriate words and language Ability & style sender encodes a message Perception and perceptual selection processes
Barriers
Barriers To Communication
Frames of Reference Semantics Value Judgments Selective Listening Filtering Distrust
Interpersonal Barriers
Perception - How we perceive people, their motives, and intentions. Perceptual selection Choosing selectively Perceptual Biases - Assuming characteristics of person without validating Past experience & Interpersonal relationships Receiver distortion : selective hearing, ignoring non-verbal cues How to minimize this barrier? To improve Self-awareness of values, beliefs, and attitudes Understanding and sensitivity towards others
Organisational barriers
To advice supervisor to minimise physical distractions noise, equipment breakdowns, etc To optimise information overload & manage time To choose timing for sharing the message To simplify technical language & vocabulary Reduce impact due to status difference by way of connect Task and organization structure requirements defines who talks to whom & its content Absence of formal channels to implement upward, downward & horizontal channels
Removing barriers
To deliver messages effectively, to break the barriers in each stage of the process. If your message is too lengthy, disorganized, or contains errors, you can expect the message to be misunderstood and misinterpreted. Poor body language & too much information offering confuse the message To understand audiences culture, making sure you can converse and deliver your message to people of different backgrounds and cultures
Tips
Requirements
Effective communication requires Deep awareness and A committed, cooperative effort Voluntarily contribution Willingness of either sides
Johari window
Improve communication skills
Communication skills and effectiveness can be improved
Understand the audience

Audience would have vast array of motivations, expectations, values, style and culture that need to be recognized to communicate effectively By understanding audience, select the best style, channel, vocabulary, volume, sentence structure, content, format, gesture, body language, and timing to communicate successfully
Have a clear message

Message should be clear in mind of speaker before being delivered It is aligned with vision, mission, objectives, strategy, views, proceedings, commitment Vague thinking or unclear objectives would communicate message with the same attributes Formulate the hierarchy of the message Context High level Details
Interact
Win the audience at the start Engage them throughout Interact with them Participation Agreement or disagreement Question & Answer Feedback Keep interest alive
Dont be defensive
When negative information or criticism is involved. defensiveness is a typical response To keep defensiveness to moderate To be ready for the likely defense too
Privacy of communication
Some subject needs privacy for discussions An employee's work performance Disagreement about company policy Difficulties with your supervisor To keep confidential Personal problem reported by employee Personal information shared in confidence
To seek exception to adhere company policy
Prioritize
In communicating, favour local issues, especially serious business issues Business results Customer feedback Future of the business Communication issues which arise at local level (e.g. cross-functional issues, rumours) to be addressed by those involved without delay
Strategise talk
Think before you talk Know your message Get to the point quickly It should be easier for the listener to remember Know the outcome you want from your conversation Practice the power of persuasion Practice the power of persuasion. Know something about the people before talking For objective to be successful, plan in advance what you want to say and what you want to accomplish
Control fear & anxiety

Focus on the Listener ( not yourself) Message ( not the words) Success (not the alternatives) Visualize a positive outcome Take a deep breath, relax, and be yourself Control anxiety about the results Do your homework, know what you want to say Control your negative self talk Speak from the heart rather than making impression or the ego
Think before talking

Pause , think and consider what you want to say Choose appropriate words that clearly express the message Decide the tone Determine the outcome Know your audience, their viewpoint and level of understanding about the subject matter Shape your message to be easily understood
Believe in message
To speak with passion and conviction To allow your feelings. delivery, body language and voice to flow naturally To show your enthusiasm To avoid faking it or you risk losing your credibility
As a speaker
To ask questions, including open ended questions To rephrase questions or responses for the listener to evaluate To define terminology so there is less chance of misunderstanding To offer alternatives/suggestions for the listener to evaluate To reduce listener's spare time by use of vocal and visual cues as well as use of stories, humour and metaphors
As an audience
To focus on speaker To listen to speaker and interact by actively giving the speaker verbal and nonverbal feedback. To use such nonverbal cues as nodding or smiling To concentrate on the speakers point of view To review or mentally check to see if you are in agreement
Use mind mapping

To write a main point, central thought or idea To circle the main point ,central thought or idea To map the points you are thinking about. You will generate more ideas ,map the relationships among key words, write less than in conventional note taking; and have more fun.
Effective presentation skills

Presentation Skills while appearing for an interview. Dressing sense (Males & Females), Documents needed to be carried, Body language (while standing, while sitting, while walking), Attitude (Soberness, Soft words, avoid western accent), Confidence (while talking, body movements, aggression, etc).
Attributes
Descriptive versus evaluative Avoid judgment Describe objectively Focus on the behavior Your reaction not the attributes of others Focus on solutions Conjunctive not disjunctive Lack of equal opportunity to speak? Extended pauses? Who controls the flow? Two way not one way Listening by responding
Diversity
How to facilitate communication with diversity? Assume differences Emphasize description Empathize Treat Interpretations as guesses
Convey message
To know & share the major points, follow hierarchy like Context High level points Details To articulate or Paraphrase to re-emphasize To tactfully ask your listener for feedback To ask questions to confirm understanding of the listener
Map the complaint

To state the problem To supply supporting evidence To state the remedy you seek State the problem What do you want to do about it? Supply supporting evidence To State the remedy you seek. What attacking the hold your temper & to avoid do you person listening to your complaint want done about it? To Hold yourknow when you want corrective let them temper action completed the person listening to your Avoid attacking Also complaint you may plan to consider other convey Let them approaches know when you want corrective
action completed
Focus on point
To write a one sentence : purpose statement before writing letter, thesis or speech To answer the question," What is my point ? To put your major point or request first To use the who, what, where ,when, why and how format to keep message focused and brief To write and rewrite until you are able to capture the idea in one sentence To avoid the risk that your listener or reader will interrupt before you get to a major point In closing , reiterate your point
Focus on point
To make your requests as specific as possible To ask for information To ask help first from those closest to you. They are more likely to give a positive response To guard against feeling rejected when the request you make is not granted To expect a favorable reply To visualize yourself receiving what you ask for Formulate positive affirmations and repeat them aloud to yourself to develop a belief that you shall have what you ask for Remember to say Thank You
BFIR technique
Wonderful technique for articulating communication in difficult situation - BFIR behavior - Feeling - Impact - Request Speak about behavior which you did not like, convey feeling and impact, and then request for correction going forward! Suspect your own judgment always, recheck..assumption you made might be wrong!
Gender neutral
To use the plural instead of singular pronouns Be consistent in addressing women and men of the same rank or status. To use gender neutral terminology. For instance ,use workforce instead of manpower To provide guidance for both sexes on invitations eg business attire instead of coat and tie Frequently ,women are addressed by their first names while men are called Mr. Surname
Personal touch
To help people to relate to you by sharing personal experiences To build a source of personal examples by keeping a journal To use stories from your past to illustrate the message you want to leave with your listeners
Express emotions
To describe your feelings as well as facts To set limits, extreme emotions become a barrier To indicate that you are approachable To use body language as a part of your emotional expression
Use short sentences

To avoid run-on, rambling sentences To review your written notes and see if conjunctions can be deleted to form two sentences
Reading - Remain upto date

To question the intent of the reporter. To check bias of reporter? To think as you read or listen. You are not required to accept everything as factual To find another reporters point of view To discuss events with your acquaintances Do not expect everyone to interpret events in the same way To scan all sections of newspapers eg sports, finance, arts
Reading - Inspirational
To read inspirational books To subscribe to newsletters or pamphlets which provide regular readings to lift the spirit To begin to form a habit of regularly reading inspirational thoughts and verses To carry internet sources for inspirational messages To read or write poetry that inspires you
Non verbal tips - Presence

Be aware of your role and audience Be with your inner self To derive strength & awareness through confidence and poise To sit and stand erect To let nonverbal cues reflect the message To signal your self esteem and power To draw attention to yourself in a positive way To let body language agree with spoken words To realize that others are getting an impression of you during the first visual or verbal contact
Non verbal tips - Dressing

What dress is considered appropriate Remember clothing sends the message Before you say a word, what you wear make the first impression To wear clothing that is congruent with your verbal message.
Non verbal tips - Smile

To use a smile to signal that you are in a pleasant mood, positive and approachable To practice smiling in front of a mirror to gain confidence . To see how you look with a broad showing teeth parted ,possibly leading to a soft laugh To smile to indicate a positive attitude: Respect for the other person Friendliness Openness
Non verbal tips - Touch

To be sensitive to the fact that when you touch someone, you are invading their space To indicate warmth, caring and understanding To develop the techniques of proper touching To place your hand gently on the shoulder as a sign of friendly conversation To break contact immediately if there is any resistance To never use touch to enforce your will upon another person. That's against the Law.
THE SEVEN Cs OF EFFECTIVE COMMUNICATION
Seven C
Completeness Conciseness Consideration Concreteness Clarity Courtesy Correctness
Completeness
Business message is complete when it contains all facts the reader or listener needs for the reaction you desire. As you strive for completeness, keep the following guidelines in mind; Provide all necessary information. Answer all questions asked. Give something extra when desirable.
Provide necessary information

Answering the five Ws helps make messages clear: Who, What, When, Where, and Why. Answer precisely all the questions asked Give extra when desirable Make a good judgment in offering additional information if the senders message was incomplete or in doubt
Conciseness
Conciseness is saying what you want to say in the fewest possible words without sacrificing the other C qualities. A concise message is complete without being wordy. To achieve conciseness, observe the following suggestions; Eliminate wordy expressions. Include only relevant material. Avoid unnecessary repetition.
Be precise
Use single words in place of phrases E.g. Use now instead of at this time Use because instead of due to the fact that Wordy: We hereby wish to let you know that our company is pleased with the confidence you have respond in us. Concise: We appreciate your confidence.
Consideration
Consideration means preparing every message with the receivers in mind Try to put yourself in their place You are considerate, you do not lose your temper, you do not accuse and you do not charge them without facts. the thoughtful consideration is also called you-attitude. Focus on You instead of I and We. Show audience benefit or interest in the receiver. Emphasize positive, pleasant facts.
Concreteness
Communicating concretely means being specific and definite rather than vague and general. Often it means using donatives (direct, explicit,) rather than connotative words (ideas or notions) Guidelines for composing concrete message Use specific facts and figures. Put action in your verbs. Choose vivid, image building words.
Clarity
Getting accurately the meaning from you to the reader is the purpose of clarity. Choose precise, concrete and familiar words. Construct effective sentences and paragraphs.
Courtesy
True courtesy involves being aware not only of the perspective of others, but also their feelings. Courtesy stems from a sincere you-attitude. Following suggestions for a courteous tone Be sincerely tactful, thoughtful, appreciative. Use expressions that show respect. Choose nondiscriminatory expressions.
and
Correctness
At the core of correctness is proper grammar, punctuation, and spelling. Following three characteristics are applied Use the right level of language. Check accuracy of figures, facts, and words. Maintain acceptable writing mechanics.
Organisational Communication
Role of team leader

To make important information available to team leaders in time to further communicate Information to be both cascaded down across or direct to team leaders as appropriate It is better to over-communicate than undercommunicate. To clarify on information is available and to be communicated To communicate regularly with team members on a formal and informal basis & seek feedback
Training
To plan for regular training sessions To train regularly the staff for effective communication to team leaders & managers To make communication materials and support available to team leaders & managers as appropriate To check effectiveness of the training To share feedback & results about training
Respect individuals
All communication must be truthful Impact and consequences of communication determined in advance and taken into account To communicate periodically about performance. There should not be any surprises Timing of the information to be the same time to everyone concerned & interested The special communication needed for employees working in shift or remote locations Mischievous communication (rumours) not to be tolerated
Positive & negative news

To communicate bad news speedily, in advance, even if the full impact of the message is not yet clear, setting the appropriate context. It will strengthen the trust. Rumours in the workplace to be addressed with effective communication as soon as is possible Contradictory situation Avoiding controversial issues Delaying communication "until all details are clear" Communicating "need to know" information
Supervisors' accountabilities
Supervisors need to be responsible for effective communication in their teams They need to communicate face-to-face but not necessarily in meetings. It is fine to communicate one-to-one Supervisors to consult with and involve their team members in decisions encouraging participative ways They also need to represent employees to management, passing on employees' feedback, suggestion, ideas, questions and concerns.
Communication by supervisor
Supervisors have a good knowledge of what's going on in the organization. Supervisors' effectiveness to be measured What get measured gets done" This can be done using appraisal system, or conducting communication survey asking subordinates & peers to rate communication effectiveness of a person, quality and frequency. Also suggestions are invited to improve. The results are fed back to the person and managers
Measure effectiveness
Be serious about internal communication Plan to measure communication effectiveness periodically by audit or employee survey. To use a questionnaire or focus groups, or both Online questionnaires are good for measurement and for gathering the opinions of employees at onsite locations With online questionnaire surveys it's usually cost effective to survey all employees.
Measure effectiveness
Focus groups are good for getting very detailed feedback from employees Knowing exactly how to improve is more important than measurement. To get representative sample of employees in a few key locations It's best to use both a online questionnaire to all employees followed up by some focus groups to investigate specific problems or areas
Managers
Manager to be responsible for effective two way communication & need to strongly commit Managers are the vital link between staff and senior management and are in the best position to communicate managements priorities to staff and to relate ideas and feedback from staff to management. Manager is constantly advising, informing, explaining, discussing, reviewing, counseling, guiding, suggesting, persuading, convincing, coaching, humoring, and responding.
Meetings & Updates

Having regular one-on-one meetings Having regular stand up meeting with staff Sharing information quickly about updates, decisions, expectations, etc What was planned activity? Was that completed? If not, what is the reason? What is plan to overcome the hindrance? When would it be completed? What is impact of delay? What is plan to overcome delay?
Better manager
Employees seek and deserve a manager who is open, accessible, good listener to their say, interact and responsive. They will trust, respect & support deeply Manager far more likely to identify issues before those become problems, and solve problems before they become crises
Formal wording
Formal writing is characteristics of business writing, even more so if it is for E-mail message Check Accuracy of Figures, Facts, and Words Review yourself Check of data is to have another person read and comment on the validity of the material. More Formal Less formal Participate Join
Procure Endeavor Get Try
Sending message
Own clearly, convey the truth Be sincere & honest Phrase/ Articulate accurately Complete & specific, Remove redundancy Keep hierarchy from high level to detail Try to be congruent Ask for feedback Aligned to frame of reference Convey right emotions Describe others behavior without interpreting or hurting
Receiving message
Do not evaluate content & feeling while listening/reading Respect perseverance of senders feelings Interpret senders message & seek confirmation Negotiate till there is agreement & conclude Conclude agree to disagree if there is disagreement
Summary
Communication & its components Communication attributes Effective Communication Process Active listening Feedback Barriers Tips Business Communication
Thank You

Earthsoft Effective Communication

Diunggah oleh

Informasi Dokumen

Hak Cipta

Format Tersedia

Bagikan dokumen Ini

Bagikan atau Tanam Dokumen

Opsi Berbagi

Apakah menurut Anda dokumen ini bermanfaat?

Apakah konten ini tidak pantas?

Hak Cipta:

Format Tersedia

Earthsoft Effective Communication

Diunggah oleh

Hak Cipta:

Format Tersedia

Earthsoft Foundation of Guidance

Making earth little softer

Making earth little softer

Communication & its cosmponent

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Visual Clothing, hygiene

Making earth little softer

Making earth little softer

Making earth little softer

Thought process of individual influences the understanding.

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Posture and body orientation

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Social zone Public zone

4-12 feet > 12 feet

Business people Public

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Interference and Noise

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Developing active listening

Developing active listening

Making earth little softer

Developing active listening

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer

Making earth little softer