Transcript Avoiding Communication Pitfalls

Avoiding Communication Pitfalls
That Sabotage Quality & Regulatory Goals
Speaker:
Dr. Manijeh Motaghy, PsyD. OMC
Organization Development Consultant
& Employee Trainer
Area of Emphasis: Mindfulness
Www.MindfulBusinessInstitute.com
©Dr. Manijeh Motaghy, PsyD. OMC
Please refrain from using cell phones or other media
during the training.
Thank you for your attention and consideration.
What is a Communication Pitfall?

Failure to send and receive messages appropriately


Ineffective, causing misunderstandings:

Mixing up Communication Functions

Lack of /Clear and shared Purpose and Goal

Inappropriate media
Lack of Mindfulness

Responding to one's own feelings instead

Lack of awareness of underlying emotional factors

Trying to stop the discomfort instead of responding

Responding to assumed agendas

Failure to obtain satisfaction
Communication Pitfalls
Responding to One's Own Feelings:
Event
Recognition via Memory
Feeling Tone
Dislike
Unpleasant
Neutral
Interpretation
Assumptions
Push Away
Killer of Happiness
Like
Pleasant
Interpretation
Assumptions
Grasping
Happiness Depends on It
Wrong Perception
Memory
Process of Perceiving
“Number Talk”
Exercise
Process of Perceiving
What is Mindfulness?
“Mindfulness Awareness is the moment-by-moment process
of actively and openly observing one's physical, mental,
and emotional experiences.
Mindful Awareness has scientific support as a means to
reduce stress, improve attention, boost the immune
system, reduce emotional reactivity, and promote a general
sense of health and well-being.”
(UCLA, Mindful Awareness Research Center)
Mindfulness Can Be Cultivated Through Meditation
& Other Mindfulness Activities.
Mindfulness In Communication
This is what the Experts say about Mindfulness:
http://youtu.be/wjXXvtGEZQQ
Dr. Jon Kabat-Zinn,
STOP
Stop whatever you are doing, whether talking, planning,
trying to calm someone, worrying, feeling anxiety,
etc.
Take a breath - bring your attention to your breath,
inhale, exhale for a few seconds
Observe what is present - whether it is judgment,
chaos, a feeling of rush, anxiety, fear, sadness,
physical pain, etc. Stay with what is present and
Proceed - Giving your attention to what is present, most
symptoms of anxiety and chaos slowly disappear.
Proceed from a place of detached, neutral &
wellbeing.
Mindfulness Meditation
Prevent Misunderstandings

Understand & use the Appropriate Communication
Function:
–
First, the Function of Information in communication:
Gathering data

Processing data

Communicating data
- Second, the Function of Control in Communication:


Controlling Behavior and/or Outcomes
 Creating detailed guidelines
 Clearly articulated boundaries and
consequences
 Clarifying purpose & practicality
Four Communication Functions
Third is the Function of Express Emotions in Communication:



Create a safe space for team members to express their thoughts
& emotions,(frustrations, fears, anxiety, etc.)
Cultivate the ability to see feelings & emotions behind your
statements – what does this mean?
Acknowledging feelings & emotions often helps them to quickly
dissipate
Four Communication Functions
–
Fourth, the Function of Motivation in
communication




Foster motivation by clarifying what needs to be
done to improve performance or process
Include a Goal setting process
Provide Feedback on progress towards goals
Model the type of behavior you are seeking


Human mind is capable of learning by watching
It helps to see what it looks like and what it feels
like
Four Communication Functions
Any Questions
Before We Move On?
Q&A
Effective Business Communication Tips:
Choose the media or tool carefully

I.e. face-to-face, phone, text, email, skype,
facebook, etc.
Understand the Population Segments

How does each segment gets its information?

What is the best mode they respond to?

i.e. using power point for this class
Be Specific – the more specific the more it meets the needs
of the audience
Business Communication 101
Be Accurate:

Inaccurate information loses its credibility

The sender of the information also loses
credibility

Watch for simple things that include grammar,
spelling and punctuation
Be Timely:

Inform the right people at the right time

Too soon or too late can be detrimental or
ineffective
Business Communication 101
Be Frequent

Communicate frequently to ensure all have received it
Update information

Some leave, new team mates join and others transfer
from one role to another
Use Multi-Channel
Send through a broad variety of channels


Traditional (print, bulletin boards, meetings) to more modern
(email, blogs, social media sites, text, etc.)
Face to face is still the best mode if possible

Alternatives are video conferencing, skype, etc.
Business Communication 101


Make it Two Way

Others need to give feedback

Feedback is essential in
Incorporate Mindfulness in your messages:

Check to see if you are responding to your
feelings or the actual event – then ask:



Is it true? if yes continue – if not stop
Is it beneficial? if yes continue – if not stop
Is it timely? continue if the answer is yes to all
Business Communication 101
Mindfulness in Communication
Communication Skills for Students in Bio Science
The most valued and least emphasized in many programs.
Students should have:


Variety of writing experiences, not limited to laboratory reports.
The ability to synthesize information from a variety of sources in a clear and
organized manner

Skills to use a scientifically appropriate writing style. i.e. APA

Skills in presenting material orally

Opportunities to receive critical feedback on oral or written communications.

Note: Grad school does not teach English or writing anymore – learn it now.
Communication Skills
Communication Barriers
Interpretations
Opinions
Context
More on Communication
Any Questions?
Please feel free to contact me via:
[email protected]
Thank you for your Attention