Effective communication for leaders
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Improve LEADERSHIP Skills through Effective COMMUNICATION
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Effective communication for leaders
- 1. Improve LEADERSHIP Skills through Effective COMMUNICATION Speaker: MARY ROSE F. MONTANO
- 2. COMMUNICATION DEFINED Shared understanding of the feelings, thoughts, wants, needs, and intentions of the communicators
- 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)
- 13. 7 Cs of Effective Communication
- 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.
- 23. GOOD COMMUNICATORS = GOOD LEADERS
- 24. GREAT LEADERSHIP is not just about planning, organizing and controlling
- 28. Communicator –in - chief
- 29. BE “YOURSELF”
- 30. THINK OF YOUR COMMUNITY or YOUR TEAM
- 33. INFLUENCE
- 35. STAND OUT FROM THE CROWD!
- 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
Editor's Notes
- 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.