Presentation on theme: "Communicating Effectively"— Presentation transcript:
1 Communicating Effectively The transference and understanding ofMeaningSupervisors participate in two types of communication:Formal and Informal
2 Methods of Communication Formal CommunicationCommunication that addresses task-related issues and tends to follow the organization’s authority chain.
3 Methods of Communication Informal CommunicationCommunication that moves in any direction, skips authority levels, and is as likely to satisfy social needs as it is to facilitate task accomplishments.
4 Methods of Communication Oral CommunicationTransmission of information through the spoken word and includes a nonverbal component which can enhance the message.
5 Methods of Communication Written CommunicationWhen the message is intended to be official…when it has long-term implications…or if it is highly complex…and when a permanent record is needed.
6 Methods of Communication Electronic CommunicationsToday, one can rely on a number of sophisticated electronic media to carry communications. , voice mail, paging, cellular telephones, video conferencing, Etc.
7 Methods of Communication Nonverbal CommunicationsCommunication that sends messages without words through the use of body language and verbal intonations.
8 Methods of Communication The GrapevineThe means of communication by which most operative employees first hear about important changes introduced by management.
9 Barriers to Effective Communication Day-to-DaySupervisors are busy and instead of planning their days in great detail, they are often forced to react to events and people.
10 Barriers to Effective Communication Interruptions are frequent, allowing little time to be devoted to any single activity, additionally
11 Barriers to Effective Communication Supervisors spend most of their time communicating verbally on the telephone, in meetings, or in one-on-one contacts.
12 The Barriers Language Listening Habits Lack of Feedback Perception Role RequirementsInformation MediumLack of Honesty
13 Words mean different thing to different people. LanguageWords mean different thing to different people.Age, education, cultural background are three of the more obvious variables that influence the language people use and the definitions they give to words.
14 Lack of Feedback Use Feedback How do you know is someone has received your message and comprehended it in the way that you meant?Use Feedback
15 Senders and receivers each bring their own set of perceptual biases. PerceptionYour attitudes, interests, past experiences, and expectations determine how you organize and interpret your surroundings.Senders and receivers each bring their own set of perceptual biases.
16 Role RequirementsPeople in organizations play roles. They engage in behavior patterns that go with the positions they occupy in the organization.People playing different roles see and hear the world consistent with their role requirements.
17 Media differ in the Richness of Information they transmit. Information MediumMedia differ in the Richness of Information they transmit.A measure of the richness of information is the amount of information that is transmitted based on multiple information cues (words, posture, facial expressions, gestures, intonations), immediate feedback, and the personal touch.
18 Lack of HonestyA good deal of what passes as “poor communication” is nothing other than individuals purposely avoiding honesty and openness
19 Improving Communication Effectiveness Think FirstConstrain EmotionsLearn to ListenTailor Language to the ReceiverMatch Words with ActionUtilize FeedbackParticipate in Assertiveness Training
20 Active ListeningA technique that requires an individual to “get inside” a speaker’s mind to understand the communication from the speaker’s point of view.
21 Active Listening Steps Be MotivatedMake Eye ContactShow InterestAvoid Distracting ActionsShow EmpathyTake In the Whole Picture
22 Active Listening Steps Ask QuestionsParaphraseDon’t InterruptIntegrate What’s Being SaidDon’t OvertalkConfront Your Biases
23 Active Listening Steps Make Smooth Transitions Between Speaker and ListenerBe Natural
24 The Importance of Giving Feedback Focus on Specific BehaviorsKeep Feedback ImpersonalKeep Feedback Goal OrientedMake Feedback Well TimedDirect Negative Feedback