Communication: A PRIME LEADERSHIP SKILL

1. Communication: A PRIMELEADERSHIP SKILL “Leadership is the knack of getting somebody to do something you want done because he wants to do it.” Dwight D. Eisenhower

2. The Communication Process

3. Communication • Is defined as the “sending of a message to an intended receiver” • It happens during 70% of our daily activities, therefore one of the most serious flaws of any potential leader. • The message must be completely understood in order to be effective • Requires: • Knowledge of the effectiveness of different types of communication • Development of good listening skills • Use of paraphrasing and feedback

4. The Communication Model Possible barriers SENDER Symbolic Decoding Encoding Why you little!!! RECEIVER ONE WAY MESSAGE CHANNEL Decoding FEEDBACK TWO-WAY Symbolic Encoding

5. Barriers to Effective Communication • Filtering • Selective attention • Defensiveness • Information overload • Differing gender styles • Poor listening skills • Physical or environmental barriers • Body language

6. Filtering • When the sender of a message purposely communicates information that she thinks will be viewed favourably by the receiver • Telling someone what you think they want to hear • For example, telling your teacher that the class was really interesting and informative, even if you don’t really believe that. • Why would some one agree when they actually disagree?

7. Selective Attention • Individuals receiving message see and hear things based on their own needs, experiences, and motivations • Therefore we tend to hear and see things that reinforce our personal perspectives, and we base our interpretations on our value systems. • For example, a man who believes that women are poor drivers will look for situations to support his viewpoint rather than assess all situations equally “Reality is only an illusion, albeit a very persistent one.” Einstein

8. Defensiveness • When individuals are feeling threatened, they tend to react (usually aggressively) in a manner that hinders their ability to understand any form of communication. • Aggressive communication ALWAYS hinders effective communication and does NOT solve the problem • For example, if your coach tells you that you are not putting out enough effort, you may find it tempting to respond that “the drill was stupid in the first place”

9. Information overload • Happens when too much data is available for a task. • As a result, people resort to weeding out, ignoring, tuning out, forgetting, or passing over information that they other wise would have read or considered. • The results is lost information and less effective communication

10. Differing gender styles • Current research indicates that men and women use oral communication for very different reasons • This means that gender has the potential to become a serious barrier to effective communication between the sexes • Men talk to emphasize status, whereas women talk in an attempt to make connections with listeners.

11. Poor listening skills • Many individuals are poor listeners • This is likely because active listening is hard work – it is much more tiring than talking • Listening involves an active search for meaning, whereas hearing is passive

12. Physical or Environmental Barriers • When something in the communication setting or the listener has an ailment which makes it difficult to communicate. EXAMPLES: • Receiver has a hearing impairment – Use sign language, pictures, or other forms of visual communication • Outside in the bright sunlight – Set the group you are communicating with so they have the sun to their backs • Windy or noisy situations – Make sure your group is close to you for instructions • Equipment – Not to have any sports equipment available • Attention span of listeners – Minimize complex instructions

13. Types of Communication

14. Types of Communication • There are two broad types verbaland non-verbal • During verbal communication ideas are conveyed through words. • During non-verbalcommunication ideas are conveyed through actions.

15. E.G. Of Verbal Communication • Oral: Spoken communication e.g. Speech or presentation. • Written: When you write something and use words which are not actually spoken. e.g. Memo, letter or poster. • Electronic: When you use an electronic device or source to deliver a message. e.g. Social media, e-mails or text messages.

16. Non –Verbal: Body language • The process of communicating non-verbally through gestures and/or movements e.g. Proximity of your body, posture or appearance. • A verbal message that is contradictory to your body language will distract or confuse communication • For example, if you tell someone, “I am happy to see you,” but your arms are crossed and there’s an angry expression on your face, your message is going to create confusion

17. Non –Verbal: Body language • Q: Do you use personally use more verbal or non-verbal communication during the average day? • A: Approximately 90% of our communication that happens on a daily basis is in face non-verbal. • Types of non-verbal communication include: • Facial expressions • Body language • Posture • Eye Gaze • Proximics (distance in relation to other people) • Appearance

18. How do you Improve Non-Verbal Communication? • It’s time to become S-O-L-E-R powered: S- Face the person SQUARELY O- Adopt an OPEN posture L- LEAN FORWARD- look interested E- Make EYE CONTACT R- RELAX avoid mannerisms or distracting behaviours

19. Activity: Non-Verbal Comm. • Part One: Like charades, you will act out the situations described on the cards using body movements without speaking. The group will guess what is being demonstrated. • Part Two: You will get new situation cards to act out. But this time but this time they will be feelings and you are to act these out using facial expressions, proximity and actions.

20. Tips on How to Be a Good Communicator

21. Communication: A Two PartProcess • - Effective communication involves the message sender and message receiver/listener. • Communication is therefore a two way street. • Using tips for verbal communication will help deliver the message. • Active listening on the part of the receiver is key to understanding the message.

22. Oral Communication Tips • Think before you speak: Take time to organize your thoughts into a clear point before speaking. • Use a good presentation voice: Speak clearly, enunciate your words, make eye contact, project your voice and use appropriate tone. • Be concise: Try not to ramble and explain things using as little words as possible. • Use more than one method to convey meaning. Ask questions, show examples, graphs, pictures or charts to reaffirm your points. • Speak with confidence: Demonstrate confidence by maintaining straight body posture, make eye contact with your audience and use a good “presentation” voice. • Be aware of non-verbal communication by having appropriate body language and avoid time filling mannerisms e.g. “Ums” , “Ahs” or “Like”

23. Active Listening Tips • Face the speaker and maintain eye contact. • Give the speaker your attention. • Be open minded to what you are hearing. • Don't interrupt but wait for the speaker to pause to ask clarifying questions. • Ask clarifying by paraphrasing questions, not challenging questions. • Provide feedback that you are paying attention by nodding your head, answering questions or saying "Uh huh." • Also pay attention to what isn't said—to feelings, facial expressions, gestures, posture and other nonverbal cues.

24. How to Paraphrase • This is a great way to ensure that communication is taking place on a two way street. • E.G: “So from what I’m hearing from what you are saying that . . . is this what you meant or can you tell me more about . . .?”

25. Direction of Communication

26. One Way vs. Two Way • Communication can be made in two different ways: • One Way: When communication happens in one direction e.g. A leader giving orders and not asking for feedback. • Two Way: When communication happens in two directions e.g. Leader giving tasks, asking group if they understand, group asks clarifying questions.

27. Advantages + Disadvantages • One Way: • More like talking than communication. • Doesn’t allow clarification from receivers. • Very quick/neat but end product is usually decreased in quality • Two Way: • Noisier and more disorderly. • Makes receivers more sure of themselves. • Generally produce a better product but it’s slower.

28. Upward • Flows from a lower to a higher level in the organization • Helps the leader stay informed about his team members’ goals, performance efforts, feelings, morale, and organizational concerns in general • Provides the leader with suggestions that have the potential to improve the group’s overall effectiveness

29. Downward • Leaders communicating to their followers or coaches instructing their athletes • Used to assign goals, provide job or skill instruction, provide performance feedback, and point out problems that are in need of attention

30. Lateral • Among members at the same organizational level • To save time and facilitate coordination • If the group decides in advance about a chosen approach to a problem, this can then be communicated to the leader with a feeling and showing of solidarity • Lateral communication can also serve a role in team member bonding