This document discusses effective communication within teams and organizations. It covers communication theory and skills like listening and feedback. The importance of communication in establishing a common purpose and vision is explained. Motivational factors and a leader's role in supporting team members are also addressed. An assessment task at the end lists questions about communication, purpose, motivation, and leadership.

1. Leading & Motivating a Team
Effectively
Communicating Effectively with
Team Members
Day 2
Learning By Practice
2013

2. Table of Content
Section 2
2
Communication Theory & skills
The Need For Communication in The Organization
Organizational Communication
The basics of Good Communication
The Communication Process
Non Verbal Communication
The Objective of Communication
Barriers to Communication
Overcoming the Barriers
Choosing the Method for Communicating
Listening
Constructive Feedback
Observation and Feedback

3. Assessment Task
1.Explain the importance of the team having a common sense of purpose that supports
the overall vision and strategy of the organisation (16 marks)
2.Explain the role that communication plays in establishing a common sense of purpose
(16 marks)
3.Assess the effectiveness of own communication skills on the basis of the above (12
marks)
4.Describe the main motivational factors in a work context and how these may apply to
different situations, teams and individuals (16 marks)
5.Explain the importance of a leader being able to motivate teams and individuals and
gain their commitment to objectives (20 marks)
6.Explain the role that the leader plays in supporting and developing the team and its
members and give practical examples of when this will be necessary (20 marks)

4. Communication Theory & skills
Half the world is composed of people who have something to say and
can’t, and the other half who have nothing to say and keep on saying it
Robert frost , American poet
Learning by practice

5. 1.Communication Theory & skills
Communication
Good communication is critical factor in
success of any organization.
Why ?

6. Communication in organization is essential, basically organizations are about co-
ordination of efforts and resource.
Important of communication:
• Save time.
• Get people pulling in same direction.
• Assists in the introduction of change.
• Empowers people to use their intelligence.
• Provide the information that people need to their job.
• Reduces the scope for errors to occur.
• Provide feedback to individuals that what are doing is appreciated.
2.The need for communication in the
organization

7. 3. Organizational
Communication
Communication Objective :
1. The sharing of the compelling vision.
Is about what the organization is seeking to achieve and
how the contribute to its success, leader must provide a
simple statement that provides vision, hope, direction,
value, importance and meaning to everyone in the team.
2.The integration of effort
People may work hard but if they are all aiming different
direction, Good communication and clear goals can help
co-ordinate effort

8. Minimum Result Optimum Result
Organization Efforts
Objectives
Resources
Communication

9. 3.Organizational Communication
Communication objective :
3. Making intelligent decisions:
Sound of decision are made after obtain as much relevant information as is possible,
evaluating the information and identifying the option available.
4.Identify the Best Alternative
5.Develop and implement the plan
6.Evaluate the decision
3.Analysis the Information
2.Collect Relevant Information
1.Define the need of Decision
DecisionMakingProcess

10. 3.Organizational Communication
Communication objective :
4. Sustaining a healthy community
An effective organization is one where the people are willing to devote themselves to the
aim of organization and seek constant improvement. They need to know where the fit in
and feel encouraged to try new ideas with out fear of retribution.
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11. 4.The Basics of Good Communication
What is Communication meaning ??
• Saying something to someone.
• Transferring information between people.
• Passing instruction to people.
“Communication is the transfer of information from one person to another,
resulting in some form of action”.
“ That’s not what I wanted “
“ What is Communication Process”

12. Communication is the process of passing information and
understanding from one persons to another with the intention of
getting some form of response
The Communication Process
Communication Elements:
Sender
Message
Channel
Noise
Receiver
Feedback

13. Verbal
5.The Communication Process
Sender has Idea
Encoding
Select the Channel
Decode the Message
Interprets Meaning
Non verbal
Written
Feedback

14. 5.The Communication Process
Sender
Initiate the communication process ….
Decide the meaning of message they wish to convey
Encodes the massage
Select the channel for transmitting
Receive feedback…..
Written Used when situation is formal, official, long term
Memos Used when inquiry needed or replies
Latters Formal tone addressed to an individual
Reports Impersonal, convey information, analysis, Recommendations

15. 5.The Communication Process
Encoding: is putting a message into words or images
Channel: The channel is path a message follows from the sender to receiver
Downward channel vs. Upward channel
What is the informal channel?

16. 5.The Communication Process
Receive:
Decoding the message while
receiving it. That is they will
take the words and image and
nonverbal information in face
to face situation and use own
experience and knowledge to
interpret it to what see as the
meaning
Feedback:
Possibility of things going
wrong; it is vital that sender
obtain confirmation that their
message has been received in
the way they intended and
for receiver to clarify
anything about which they
are unsure.Noise

17. 5.The Communication Process
NoiseIs anything that will detract from
the information being received and
understood in the same way as the
transmitter intended “ barrier”

19. 6. Nonverbal Communication
Nonverbal Communication : message that include image, action and behaviors “ body
language and active listening.
Body Language

20. 7.The objective of communication
1. To have the message received.
2. To have the message understood .
3. To have the message accepted.
4. To obtain some sort of response or action as result.
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21. 8.Barriers to Communication
The effectiveness of any type of communication will depend on :
1. The skills of people involved in
2. The barriers that prevent the effectiveness of communication process

22. 8.Barriers to Communication
• Information source: is what we want to
communicate to someone.
• Transmitter : is the person who is
wishing to pass the information.
• Receiver : is the person who receive
the information.
• Destination: is what we are attempting
to achieve by passing the information.
Information source
Transmitter
Receiver
Destination
Noise Source
Noise source : is anything that will detract from the information being received and
understood in the same way as the transmitter intended “ barrier”

23. Main Categories of Barriers
Physical barriers
Personal barriers
8.Barriers to Communication
Methods
Message it self
Way of receiving
Categories of Barriers / process
Perception
Jumping to conclusion
Stereotyping
Lack of knowledge
Lack of interest
Emotions
Personality
Culture
Personal Issues

24. Methods
• Verbal communication need to be clear, deliver in the right atmosphere when people are
prepared to listen.
• Written communication may not be delivered or can be easily be put to one side and not
read or read to late or misinterpreted.
Message it self
• Talking down to people and insulting their intelligence by not recognizing their level of
knowledge
• Talking over the heads by assuming knowledge
• Not thinking through the wording and being ambiguous
Way of receiving
• Interpretation of the word used
• Trying to speak when there is intense background noise
• Trying to hold a discussion immediately after lunch when people find it particularly
difficult to concentrate
• Pile arrives at once
8.Barriers to Communication

25. 9.Overcoming the barriers:
Overcoming the barriers:
Step 1: recognize that communication barriers does exist , identify the root
cause.
Step 2 : identify who have control over this barriers.
Step 3: identify who could have an effect on this barriers.
Step 4: seek the assistance of those people identified in Step 2 and Step 3 to
look for ways to improve the process.
Step 5: If all else fails seek an alternative method of communication.
Theoretically, there is now nothing hamper the message, but what
happen in reality ??

26. 10.Choosing a Method for Communicating
The method that we choose determines how effective a
communication.
What: is a message ?
Why : why do we need to communicate this message ?
Who : who need to receive this message?
When : when will message need to be received ?
Where: where will the message be delivered ?
Then we can decide HOW the message should be
communicate.

27. 11. Listening
Among all the different skill we use in communication, listening is often regarded
as the one which is most important :
L
I
S
T
E
N
Look interested – Do Not interrupt, let people finish what they are
saying, avoid being obvious, know what you are going to say in
advance, use body language.
Inquire with Questions : why, what, when, and where
Stay on target
Test your understanding- make sure you are understand what is
being discussed, everyone in meeting is thinking about their own
situation.
Evaluate the Message, what is value or relevance .
Neutralize your feeling – do not argue – be in control of yourself.

28. Many factors may effect ability of listening :
Find the right mood
Switch off all distraction
Make sure there is nothing else on your mind
Concentrate
Communication is a conversation, not monologue.
11. Listening
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29. 12. Constructive Feedback
1. Feedback will only work successfully if all parties acknowledge that it is
essential part of development.
2. The feedback should deal with both positive and negative factors.
3. The most important part of feedback is ensuring the context is right.
4. Before giving or receiving feedback you need to establish that time is
right.
Feedback is important source of in formation when identifying your own or your
developing need
There are some basic principles for feedback to be effective

30. If you are receive feedback Make sure that
12. Constructive Feedback
• You know fully the circumstances surrounding the event
• The feedback is about something you can change
• Feel comfortable about receiving negative feedback and don’t
feel low self esteem
• The provider of the feedback does not appear to be trying to put
you on the spot
• The time and place is inappropriate

31. Know how to receive Feedback
12. Constructive Feedback
• Breath deeply, stay relaxed and focused
• Listen carefully
• Ask questions for clarity
• Acknowledge the feedback
• Acknowledge the valid point
• Take time to sort out what you heard. If necessary ask for time to
think about what has been said, then back to discussion.

32. Feedback may defined as “ information about past behavior “ practice” delivered in
the present, which my influence the future behavior
12. Behavioral Feedback
• Feedback is influential during the performance appraisal
period, it should be in regular basis
• When employee receive feedback that they are more
likely to understand what is expected of them
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33. End of Section 2