2. Art of Leadership & Motivation
HRM – 760
Lecture - 7
FACILITATOR
Prof. Dr. Mohammad Majid Mahmood

3. Myths and Realities about the nature of communication

4. Myths and Realities
Myth #1: We communicate only when we intend to.

5. Myths and Realities
Myth #1: We communicate only when we intend to. Reality: We frequently send messages we are not aware of.

6. Myths and Realities
Myth #2: We communicate as if words themselves had specific meanings.

7. Myths and Realities
Myth #2: We communicate as if words themselves had specific meanings. Reality: Words do not have specific meaning; meanings are in people.

8. Myths and Realities
Myth # 3: Communication is a one-way activity of TELLING people something.

9. Myths and Realities Myth # 3:
Communication is a one-way activity of TELLING people something.
Reality:
Communicating is a two-way activity in which feedback is vital.

10. Myths and Realities
Myth # 4: You can give others too much information.

11. Myths and Realities
Myth #4: You can give others too much information. Reality: Information overload can be just as much of a problem as not having enough information.

12. Forms of
Communication

13. FORMS OF COMMUNICATION
Verbal Communication: The sharing of information by means of words, either spoken or written.
Nonverbal Communication: The sharing of information by means of facial expressions, body language, and mode of dress.

14. WHY COMMUNICATE? To convey information To receive information
Chapter 9
WHY COMMUNICATE?
To convey information
To receive information
To gain acceptance for you or your ideas
To motivate other people
To maintain relationships with coworkers, clients, etc.
To establish trust
To produce action or change
To understand the wants and needs of your stakeholders
To express your emotions or feelings

15. COMMUNICATION DIRECTIONS
Communication occurs in 4 directions in organizations:
Upward communications
Downward communications
Lateral communications
Diagonal communications

16. EFFECTIVE COMMUNICATION
WHAT you say is not nearly as important as HOW you say it!
A dull message delivered by a good communicator will be accepted as brilliant. 
An excellent message delivered by someone who is not interested in the topic, will not take the attention of its audience.

17. Written
Communication

18. TYPES OF WRITTEN COMMUNICATION
Letters
Memos
Minutes of meetings
Reports
Feasibility studies s
Web-based documents
Instructions
Questionnaires/ surveys
Promotional material
Employment contracts
Other documents

19. Listening Skills

20. HEARING & LISTENING Hearing:
Chapter 9
HEARING & LISTENING
Hearing:
Hearing occurs when your ears pick up sound waves being transmitted by a speaker.
Hearing is an INACTIVE, INVOLUNTARY process.
Listening:
Listening involves recognizing, understanding and accurately interpreting messages received.
Listening is an ACTIVE, VOLUNTARY process which requires ENERGY.

21. Chapter 9
HOW TO LISTEN?
God has given people two ears but only one tongue, which is a gentle guide that they should listen more than they talk.
Decision makers who do not listen have less information for making sound decisions.

22. Listening Guides at the Workplace
Chapter 9
Listening Guides at the Workplace
Stop talking. You cannot listen if you are talking
Think before you speak
Show the talker that you want to listen.
Remove distractions.
Be patient.
Hold your temper.
Go easy with arguments and criticisms.
Keep an open mind
Postpone judgment
Be alert and in the present
Ask questions to show interest.

23. Presentations

24. People judge your presentation based on how you present
EXBU

25. CHARACTERISTICS OF SPEECH
Chapter 9
CHARACTERISTICS OF SPEECH
Pitch (how high or low the voice is)
Tempo (rate of speaking)
Rhythm (timing and emphasis on words)
Articulation (how clearly words are pronounced)

26. TYPES OF PRESENTATIONS
Present project proposals or updates
Deliver oral briefings and advice
Inform colleagues of workplace procedures
Provide one-to-one or group instructions
Online presentations
Report on team meetings
Promote your organisation’s products & services

27. TIPS FOR SUCCESSFUL PRESENTATIONS
Relax before presentation.
Know your material.
Visualize yourself giving your speech.
Know the room.
Know the audience.
Realize that people want you to succeed.
Don't apologize.
Concentrate on the message - not the medium.
Practice builds confidence.

28. EFFECTIVE COMMUNICATION DOs and DON'Ts
DO be direct, courteous and calm
DON'T be rude and pushy
DO acknowledge that what works for you may not work for others
DON'T make personal attacks
DO say main points first, then offer more details if necessary
DON'T expect others to follow your advice or always agree with you
DO listen for hidden feelings
DON'T suggest changes that a person can not easily make.

29. COMMUNICATION FEEDBACK
We may say that communication has occurred only when the message has been understood.
Understanding occurs in the mind of the receiver.
Feedback is critical to ensure that accurate understanding of the message has occurred.

30. REASONS FOR COMMUNICATION FAILURE
Info overload.
Message complexity.
Message competition.
Differing status.
Lack of trust.
Inadequate structures.
Unethical communication.
Physical distraction.
Incorrect choice of medium.

31. SKILLS OF A GOOD LEADER Speak and write clearly Listen actively
Give feedback
Make eye contact
Avoid interrupting
Respect the views of others
Ask questions
Use appropriate body language

32. Final thoughts
Strong communication skills are crucial for efficient & effective performance.
Strong communication set the tone of our relationships.