Transcript Communicating Effectively

Communicating Effectively
The transference and understanding
of
Meaning
Supervisors participate in two types
of communication:
Formal and Informal
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Methods of Communication
Formal Communication
Communication that addresses taskrelated issues and tends to follow
the organization’s authority chain.
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Methods of Communication
Informal Communication
Communication that moves in any
direction, skips authority levels, and
is as likely to satisfy social needs as
it is to facilitate task
accomplishments.
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Methods of Communication
Oral Communication
Transmission of information
through the spoken word and
includes a nonverbal component
which can enhance the message.
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Methods of Communication
Written Communication
When the message is intended to
be official…when it has long-term
implications…or if it is highly
complex…and when a permanent
record is needed.
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Methods of Communication
Electronic Communications
Today, one can rely on a number of
sophisticated electronic media to
carry communications. E-Mail,
voice mail, paging, cellular
telephones, video conferencing,
Etc.
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Methods of Communication
Nonverbal Communications
Communication that sends
messages without words through
the use of body language and
verbal intonations.
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Methods of Communication
The Grapevine
The means of communication by
which most operative employees
first hear about important changes
introduced by management.
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Barriers to Effective
Communication
Day-to-Day
Supervisors are busy and instead
of planning their days in great
detail, they are often forced to
react to events and people.
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Barriers to Effective
Communication
Interruptions are frequent, allowing
little time to be devoted to any
single activity, additionally
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Barriers to Effective
Communication
Supervisors spend most of their
time communicating verbally on
the telephone, in meetings, or in
one-on-one contacts.
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The Barriers
Language
Listening Habits
Lack of Feedback
Perception
Role Requirements
Information Medium
Lack of Honesty
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Language
Words mean different thing to
different people.
Age, education, cultural background
are three of the more obvious variables
that influence the language people use
and the definitions they give to words.
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Lack of Feedback
How do you know is someone
has received your message and
comprehended it in the way
that you meant?
Use Feedback
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Perception
Your attitudes, interests, past
experiences, and expectations
determine how you organize and
interpret your surroundings.
Senders and receivers each bring their
own set of perceptual biases.
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Role Requirements
People in organizations play roles.
They engage in behavior patterns
that go with the positions they
occupy in the organization.
People playing different roles see and
hear the world consistent with their role
requirements.
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Information Medium
Media differ in the Richness of
Information they transmit.
A measure of the richness of information
is the amount of information that is
transmitted based on multiple
information cues (words, posture, facial
expressions, gestures, intonations),
immediate feedback, and the personal
touch.
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Lack of Honesty
A good deal of what passes as
“poor communication” is nothing
other than individuals purposely
avoiding honesty and openness
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Improving Communication
Effectiveness
Think First
Constrain Emotions
Learn to Listen
Tailor Language to the Receiver
Match Words with Action
Utilize Feedback
Participate in Assertiveness
Training
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Active Listening
A technique that requires an
individual to “get inside” a
speaker’s mind to understand the
communication from the speaker’s
point of view.
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Active Listening Steps
Be Motivated
Make Eye Contact
Show Interest
Avoid Distracting Actions
Show Empathy
Take In the Whole Picture
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Active Listening Steps
Ask Questions
Paraphrase
Don’t Interrupt
Integrate What’s Being Said
Don’t Overtalk
Confront Your Biases
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Active Listening Steps
Make Smooth Transitions Between
Speaker and Listener
Be Natural
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The Importance of Giving
Feedback

Focus on Specific Behaviors

Keep Feedback Impersonal

Keep Feedback Goal Oriented

Make Feedback Well Timed

Direct Negative Feedback
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