Improve Your Communication to Improve Leader Effectiveness

IMPROVE YOUR COMMUNICATION;IMPROVE YOUR EFFECTIVENESS.

“A CLASSIC IS SOMETHING EVERYONE WANTS TO HAVE READ, BUT NO ONE WANTS TO READ.”

~ MARK TWAIN

BOHN’S COROLLARY: COMMUNICATION IS SOMETHING EVERY ORGANIZATION WANTS, BUT FEW WANT TO DO.

~ DR. JIM BOHN

Leadership Communication seems so vague (“fuzzy”, “soft skill”, “non-financial”) one is hard pressed to measure it’s organizational (and financial) impact.

Organizational Communication is something everyone believes is happening, simply because people talk and share ideas.

The linear look …

Ineffective Communications

Ineffective processing

Ineffective action

Ineffective output

Ineffective delivery

Lower customer satisfaction

Loss of profit

Loss of reputation

Loss of market share

How effective is your leadership communication?

Are your team members more effective because of your communication?

How has your communication made your organization more effective?

Hard Questions for LeadersRate yourself … 10 is excellent; 1 = poor

You are ineffective in your communication style5.55

Other leaders are ineffective when communicating6.08

“What are the greatest challenges facing your organization today?”

Research conducted by Pro/Axios – 50 global respondents

Scale: 10 – Deeply Concerned to 1- Not at All Concerned

Most leaders think they communicate better than other people!

Your communication style as

a leader sets the tone for communication throughout the entire organization.

It impacts your most precious organizational resource.

What is your most precious organizational resource?

The motivation of your people is the singlemost precious resource in your company.Employee motivationis the energy source poweringorganizational success.Why would you waste it?

Precious organizational energy is lost when poor communication creates friction and employee inertia.

Friction occurs when two objects are occupying the same space.  That applies to employee relationships too!

People fear for their jobs.Rumors and gossip.People assume things that are not

true.

Ineffective communication causes friction:

Ineffective communication causes friction when people don’t know their role or responsibility They become frustrated with one another, and thus …Point fingers Lay blame Argue

Lack of information causes friction … 

People will fill __ the blanks.

Employee Inertia occurs when they’re not sure what to do.

Employee Inertia happens when there is:

1. Obtuse visioning

Employee Inertia happens when there is:

1. Obtuse visioning

2. Ineffective direction setting

Employee Inertia happens when there is:

1. Obtuse visioning

2. Ineffective direction setting

3. Incomplete decision making

Employee Inertia happens when there is:

1. Obtuse visioning

2. Ineffective direction setting

3. Incomplete decision making

4. Mis-coordinated actionLeaders drop the ball!People get reassigned – without a successor!

Now what do

I do?

Employee Inertia happens when there is:

1. Obtuse visioning

2. Ineffective direction setting

3. Incomplete decision making

4. Mis-coordinated action

5. Incomplete follow-through

Ineffective communication:

1. stifles energy and

2. leads to low productivity –

3. more time spent on people struggles than output. Ineffective communication ultimately leads to

uncertainty and then fear. Fear of failure, fear of incompetence, fear of making a

mistake.Costly rework!

The Effects of Employee Inertia

Ineffective communicationcauses the loss of precious organizational energy.

How can you reduce Employee Inertia?

Your communications provides a context for decision making, allow people to sort things out among competing priorities.

Allows people to answer this question: “What do I need to do to support the organization?”

How can you reduce Employee Inertia?Your communication provides a context

for prioritization. “What do I need to do to do first??”

Danger if this isn’t done. People become paralyzed and ineffective.

Reasons it isn't done.As a leader, you need to develop effective

ways for prioritizing projects.

Take the time to clearly stateexpectations, direction, and the end goal.

It’s time to think about how your leadership communication impacts employee motivation.

5 minutes.

People expect their orders will be obeyed

DICTATOR

People assume communication has

occurred

DELEGATOR

Leaders often forget they been discussing something for a long time,

yet expect others to adapt immediately, as if they had been part

of the conversation.

BLIND SPOT

Barriers to communication effectivenessLeader assumptions …

EXTREMES

CHARACTERISTICS OF THE COMMUNICATOR

Lack of patience

IMPATIENCE: Managers don’t take the time.

Clarity of sender

Not checking for reception

LOGISTICS OF COMMUNICATION

CRITICAL MOMENTS

Barriers to communication effectiveness

Sound Bites

CHARACTERISTICS OF THE COMMUNICATOR

Lack of patience

IMPATIENCE: Managers don’t take the time.

Clarity of sender

Not checking for reception

LOGISTICS OF COMMUNICATION

Timing of communication

Doing things at the last minute

Physical space of communication

CRITICAL MOMENTS

Barriers to communication effectiveness

Pay Attention to your surroundings

…

CHARACTERISTICS OF THE COMMUNICATOR

Lack of patience

IMPATIENCE: Managers don’t take the time.

Clarity of sender

Not checking for reception

LOGISTICS OF COMMUNICATION

Timing of communication

Doing things at the last minute

Physical space of communication

CRITICAL MOMENTS

Highest needs for communication often occur at the lowest point in the project.

Barriers to communication effectiveness

Take a moment to be

clear.

Barriers to communication effectiveness … Fear of being wrong – and loss of ego.

IMPERFECTION: Managers fear loss of credibility if they communicate something that could change. Get over it.

IMAGE: Managers may have concern about not having all the answers.Get over it.

INSULATION: Managers are afraid to give up power, hence the arcane phrase “need to know.”Get over it.

Acceleration happens when a path is clear and safe. 

SPECIFIC ACTIONS YOU CAN TAKE TO INCREASE ACCELERATION.

Provide Knowledge of roles (who’s on first?)

SPECIFIC ACTIONS YOU CAN TAKE TO INCREASE ACCELERATION.

Provide Knowledge of the future – “People expect leaders in this business to know where they’re going.”  

•Momentum happens when

one good project leads to another, and another and another.

Provide Knowledge of what has happened?

So people can feel a sense of efficacy, achievement, movement and momentum.

SPECIFIC ACTIONS YOU CAN TAKE TO INCREASE MOMENTUM.

Provide Knowledge of victories - To allow the emotional sense of achievement and build efficacy for the next project.

SPECIFIC ACTIONS YOU CAN TAKE TO INCREASE MOMENTUM.

Efficiency happens when the amount of output is greater than the input.

Getting people to work together takes effort, clear focus, and focused agendas.

Notification

• Why is this important?• Alerts people to an upcoming event or change.

• Why does it work?• Information focuses attention.

• How does it help?• Motivates people to direct their energy in a

specific direction.

SPECIFIC ACTIONS YOU CAN TAKE TO INCREASE EFFICIENCY.

Notification

Preparation

• Why is this important?• Advanced preparation alerts people to assess schedules and

necessary energy.

• Why does it work?• Specific details remove uncertainty.

Dates Times Impact

• How does it help?• Locks in timing for many people who must work together.

HINT: The sooner you

get people on board,

the more likely they will

support your initiative.

SPECIFIC ACTIONS YOU CAN TAKE TO INCREASE EFFICIENCY.

Notification

Preparation

Coordination

• Why is this important?• Advanced coordination alerts people of key timing/date

commitments. • Why does it work?• Improves the likelihood that people will work together.

• How does it help?• Ensures people act together when necessary for a successful

outcome.

SPECIFIC ACTIONS YOU CAN TAKE TO INCREASE EFFICIENCY.

NotificationPreparatio

nValidation

Coordination

• Why is this important?• Follow up or foul up!

• Why does it work?• Feedback loops assess the effectiveness of communication. How do

you know your communication got through? Do something crazy – pick up the phone and ask.

• How does it help?• Repetition is essential for retention.

SPECIFIC ACTIONS YOU CAN TAKE TO INCREASE EFFICIENCY.

NotificationPreparatio

nValidation

Affirmation

Coordination

• Why is this important?• People need to know they‘ve made a difference.

• Why does it work?• The motivational power of recognition is widely

known, but not widely practiced.

• How does it help?• Recognition builds energy for the next challenge!

SPECIFIC ACTIONS YOU CAN TAKE TO INCREASE EFFICIENCY.

The motivation of your people is the single most precious resource in your company.Employee motivationis the energy source poweringorganizational success.Preserve it, conserve it, manage it.

How effective is your leadership communication right now?

Pro/AxiosWe offer plainspoken guidance for

those who do the work. Check out the Rapid Diagnostic @ www.ProAxios.com info@proaxios.com 651-302-1574 Minneapolis, MN, USA @DrJimBohn

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Organizational Insight Leading to Organizational Transformation