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

Myths and Realities about the nature of communication

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

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

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

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.

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

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.

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

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.

Forms of Communication

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.

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

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

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.

Written Communication

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

Listening Skills

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.

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.

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.

Presentations

People judge your presentation based on how you present EXBU

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)

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

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.

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.

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.

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.

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

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