4. Communication Climate
We are always communicating.
The message sent is not necessarily
the same message received.
A part of the message is who sends it.
The meanings of words are inside of
us.
Communication is learned.
5. Communication Climate
We are always communicating.
The message sent is not necessarily
the same message received.
A part of the message is who sends it.
The meanings of words are inside of
us.
Communication is learned.
6. THE COMMUNICATION
PROCESS
Communication Channels (proper channel is vital;
each communication channel has different strengths
and weaknesses)
Encoding Messages (all messages must be
encoded into a form that can be conveyed by the
channel chosen; simple, clear, appropriate language)
Decoding Messages (successful decoding is vital for
preventing misunderstanding)
Feedback (receivers provide feedback; effective
communicators should pay close attention to it)
7. INTERPERSONAL SKILLS FOR
COMMUNICATION
Verbal Communication – what we say and how we
say it
Non-verbal Communication – what we communicate
without words (body language)
Listening Skills – how we interpret both the verbal and
non-verbal messages sent by the others
Negotiation – working with others to to find a mutually
agreeable outcome
Problem Solving – working with others to identify,
define and solve problems
Decision Making – exploring and analysing options to
make sound decisions
Assertiveness – communicating our values, ideas,
beliefs, opinions, needs and wants freely
8. GOOD NEWS
You already have
interpersonal skills
and have been
developing these skills
since childhood!
9. NON-VERBAL
COMMUNICATION
Facial expressions
The tone and the pitch of the
voice
Gestures displayed through body
language (kinesics)
The physical distance between he
communicators (proxemics)
10. 3 TYPES OF GESTURES
«EMBODYING LEADERSHIP
TRAITS»
GOOD – STRONG POSTURE &
POSITION
The Give – say what you really mean
– deliver the message clearly
The Show – add feelings – sincerity –
confidence – belief
The Chop – body language proper to
your flow and content
11. NON-VERBAL MESSAGES
ALLOW PEOPLE TO…
convey information about
their emotional state
define or reinforce the
relationship between people
provide feedback to the other
person
12. Observe your audience’s
non-verbal communIcatION
and…
Regulate the flow of
communication
Reinforce or modify what is
said in words (when noticed
confusion)
15. Completeness
The message must be complete. It
should convey all the facts required by
the audience. The sender of the
message must take into consideration
the receiver and should communicate
all the facts and figures related to the
message.
16. Conciseness
Conciseness means communicating what
you want to convey in least possible words.
Conciseness is a necessity for effective
communication. Concise communication
has following features:
◦ It is both time-saving as well as cost-saving.
◦ It underlines and highlights the main message.
◦ Concise communication provides short and
essential message in limited words to the
audience.
◦ Concise message is more appealing and
comprehensible to the audience.
17. Consideration
Consideration implies “stepping into the shoes of
others”. Effective communication must take the
audience into consideration, i.e, the audience’s
view points, background, mind-set, education
level, etc. Make an attempt to envisage your
audience, their requirements, emotions as well
as problems. Ensure that the self-respect of the
audience is maintained and their emotions are
not at harm.
18. Clarity
Clarity implies emphasizing on a specific
message or goal at a time, rather than
trying to achieve too much at once. Clarity
in communication has following features:
◦ It makes understanding easier.
◦ Complete clarity of thoughts and ideas
enhances the meaning of message.
Clear message makes use of exact,
appropriate and concrete words
19. Concreteness
Concrete communication implies being
particular and clear rather than fuzzy and
general. Concreteness strengthens the
confidence. Concrete message has
following features:
◦ It is supported with specific facts and
figures.
◦ It makes use of words that are clear and
that build the reputation.
Concrete messages are not misinterpreted
20. Courtesy
Courtesy in message implies the message
should show the sender’s expression as well
as should respect the receiver. The sender of
the message should be sincerely polite,
judicious, reflective and enthusiastic.
Courteous message has following features:
◦ Courtesy implies taking into consideration both
viewpoints as well as feelings of the receiver of the
message.
◦ Courteous message is positive and focused at the
audience.
◦ It makes use of terms showing respect for the
receiver of message.
It is not at all biased
21. Correctness
Correctness in communication implies that
there are no grammatical errors in
communication. Correct communication has
following features:
◦ The message is exact, correct and well-
timed.
◦ If the communication is correct, it boosts
up the confidence level.
◦ Correct message has greater impact on
the audience/ readers.
◦ It checks for the precision and
accurateness of facts and figures used in
the message.
◦ It makes use of appropriate and correct
language in the message.
36. “Leadership is communicating to people
their worth and potential so clearly that they
come to see it in themselves.”
Stephen Covey, The 8th Habit
Notas do Editor
Communication is simply the act of transferring information from one place to another.Spoken or Verbal Communication: face-to-face, telephone, radio or television and other media.
Non-Verbal Communication: body language, gestures, how we dress or act - even our scent.
Written Communication: letters, e-mails, books, magazines, the Internet or via other media.
Visualizations: graphs and charts, maps, logos and other visualizations can communicate messages.
Find more at: http://www.skillsyouneed.com/general/what-is-communication.html#ixzz4D1wqjcEf
Communication is simply the act of transferring information from one place to another.Find more at: http://www.skillsyouneed.com/general/what-is-communication.html#ixzz4D1whluw1
Decisions may be made by a single leader, a committee or a large group of people, depending on the nature of the organization. Each of these models is more or less appropriate depending on the nature of the decision and the context in which it is being made. When communication is thorough and accurate, decisions tend to be more informed and effective.
Learn to listen – listening is not hearing – verbal & non-verbal
Choose your words wisely – wording – planning – structure
Understand why communication fails - barriers
Relax – learn relaxation techniques – learn how to use your breathing
Clarify – ask questions to seek clarification on any points that could be easily misunderstood – avoid confusion by feedback
Be positive – learn how to remain positive
Empathise – understand the listeners’ points of view – see things from multiple angles
Understand stress – learn to recognise, manage and reduce stress in yourself and others
Use humour – smiles, even laughters may help you at some certain (and proper) moments
Learn to be assertive – be neither passive nor aggressive – express yourslef clearly and with respect to others thoughts
Treat people equally – always aim to communicate on an equal basis and avoid patronising people – do not talk about others behind their backs and try not to develop favourites
Reflect and improve – learn from your mistakes (previous interpersonal interactions)
Negotiate – learn how to effectively negotiate with others paving the way to mutual respect, trust and lasting interpersonal relations
Work in groups and take responsibilities
Body Movements (Kinesics) – gestures, posture, head and hand movements or whole body movements
Posture – reflects people’s emotions, attitudes and intentions
Open and Close Posture – reflects individual’s degree of confidence, status or receptivity to another person
Mirroring – both parties postures will match as if one is a mirror reflection of the other – replicated moves
Eye Contact – it serves 3 main purposes:
1. to give and receive feedback
2. to let the other party know when it is their turn to speak
3. to communicate sth about a relationship between people
Para-Language – relates to all aspects of the voice which are not strictly part of the verbal message, including the tone and pitch of the voice, the speed and volume at which message is delivered, and pauses and hesitations between words
Closeness or Personal Space (Proxemics) – intimate distance (touching to 45 cm), personal dist. (45cm to 1.2m), social dist. (1.2m to 3.6m), public dist. (3.7m to 4.5m)
Facial Expressions – will discuss later in detail
Physiological Changes – will discuss later in detail
Emotional state - You will be dealing with families that may be emotional at times. When someone is upset they do not hear all of what you are saying to them. They are focused on the problem, not the solution. When you are speaking to someone who is in an emotional state, listen to them, be empathic, and acknowledge their feelings and they will hear more of what you say. Paraphrase when speaking to them so that you are clear on their concerns and you are showing that you are genuinely listening.
Physical gesture - Standing with your arms crossed, lack of eye contact, leaning on you hand, hands on your hips, etc. An interpersonal style that keeps people at bay.
Information overload - When too much information is provided at one time, people tend to tune out and miss it all. A great example of when this happens is at the unit deployment briefings. Provide important information in small chunks. Provide a copy of the information provided when necessary to ensure that you have at least communicated the information in two ways. Be prepared to repeat much of the information repeated after the deployment.
Effective communication involves many elements!
It is not just about being a good speaker or being knowledgeable about the resources available to families within the unit and the community.
Effective communication is as much about listening as it is about talking. Without good listening skills you can not be an effective communicator. Listening transforms a conversation. Listening to someone will encourage them to listen to you when it is time to share the important resources available throughout the command and community.
Effective Communication involves Work but it builds cohesion! Your position and ability to effectively communicate can help Families develop a more positive attitude about themselves, the unit, the deployment and the Army.
Effective communication will impact and enhance your relationships in a positive way.
Effective leadership communication is not about talking at your employees but interacting with them. Yes, you will need to deliver key messages and disseminate critical information but it is equally important that you give them the opportunity to be heard, that you listen to what they have to say and that you try to interpret what is really going on.
When leaders listen they gain valuable insights and potential new ideas, they receive useful feedback and they understand better how to engage with their workforce.
Completeness: • Answer all Questions asked. • Give some extra, when desirable. • Check for five W’s & any other essentials. (Why, What, When, Where & Who)
Conciseness: • Shorten or Omit wordy expression. • Include only relevant Statements. • Avoid Unnecessary.
Consideration: • Focus on ‘You’ instead of ‘I’ or ‘We’. • Show Job benefits. • Emphasize the Positive. • Apply integrity & ethics.
Clarity: • Choose short, familiar words & expressions. • Construct simple sentence. • Achieve appropriate readability. • Include examples & illustrations as required.
Courtesy: • Be sincerely tactful. • Omit expressions that hurt or belittle. • Grant & apologize good naturally.
Correctness: • Use right level of language. • Include only verifiable & accurate facts. • Choose non discriminatory expressions.
Leaders are Communications can’t make a person trust someone who is basically untrustworthy. But it can help create a culture in which trust can thrive. communicators if they believe that one of their key responsibilities is to “communicate, communicate and then communicate some more.
“Leaders are people who are followed,” “People won’t follow a leader they don’t trust. Trust makes it easier to get alignment.”
Trust is a powerful force that builds loyalty, increases credibility and supports effective communications. It gives you the benefit of the doubt in situations where you want to be heard, understood and believed.
At the heart of building trust is the process of communications. Today, with public confidence in all kinds of organizations at an all-time low, leadership, communications, trust, corporate performance and reputation are inextricably linked.
Building trust involves managing communications and creating the right channels that give employees more of a say in things and encouraging discussion around what needs to be done.”
Is it possible to be a good leader without being a good communicator? How can you engage, inspire and motivate your people if you are unable to communicate your vision, values and strategy?
Good communication is not only about exchanging information but it also helps to build relationships. The more natural and engaging the communication is the more likely you are to build rapport and trust with your teams. And make sure you find time for authentic individual conversations as well as wider communication to teams and departments.
Take time to relate to employees on a personal as well as a professional level as getting to know them as individuals will help you to understand what makes them tick.
Some may argue that leaders are born and not made but the good news is that the art of communication is definitely a skill that can be learnt and developed. It may be a cliché but practice makes perfect and the more effort you make with your communication skills the more likely you are to improve.
“Much talking is the cause of danger. Silence is the means of avoiding misfortune. The talkative parrot is shut up in a cage. Other birds, without speech, fly freely about.” ~ Saskya Pandita
Learn to talk less, say more. When you use your words, use them because they will brighten someone’s day and because they will teach people something valuable. Don’t just use words for the sake of using them. Use them because you have something to say.
“Wise men speak because they have something to say; Fools because they have to say something.” ~ Plato
It seems to me that a lot of times we talk just so we won’t keep quiet, thinking that silence is something to be ashamed about, something to be avoided. But it’s not. There’s nothing wrong with silence. I don’t know how we got this idea that silence is awkward and that it should be avoided at all costs.
3 Habits to Influence Others and Make Things Happen
Connect with anyone to instantly capture their undivided attention
Convey and nail information without overloading or confusing
Convince anyone to take the action you want and feel good about it
A good leader inspires you
If we were to take a sample of some of the world’s greatest leaders whether in the realm of politics, sport or business we would undoubtedly find that they were all excellent communicators. Good leaders have the ability to win hearts and minds, to influence their teams and drive everyone towards achieving common goals and objectives.
The bottom line for any leader is that whenever you need to communicate make sure that the message is true, well-reasoned, and substantiated by solid business logic that is specific, consistent, clear and accurate.
And remember that communication is not only about you, your opinions and your objectives. It is also about helping others by meeting their needs, understanding their concerns, and adding value to what they do. Do this well and you’ll drastically reduce the number of frustrations and challenges you face and become a good leader.