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A presentation at Caritas Education Sector Staff Development Programme on 9 Dec 2011
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明愛社區及高等教育服務
「週年職員發展日」
主題:邁向溝通坦途 The Road Towards Effective Communication
日期:2011年12月9日〔星期五〕
時間:下午2時 – 下午5時15分
地點:明愛白英奇專業學校
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1:30 - 2:00 登記入座
2:00 - 2:05 歡迎辭
游新傑先生 明愛社區及高等教育服務總主任
2:05 – 3:05 「邁向溝通坦途 」
繆少群女士
3:05 - 3:30 小休
3:30 – 4:30 小組研討
4:40 – 5:10 總結與勉勵
閻德龍神父 香港明愛副總裁兼教育服務部長
5:10 – 5:15 活動完畢及填寫大會問卷
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Detailed rundown
A short presentation by Annita Mau Demonstrations by: • Ms Karin Chow • Ms Maureen Chu • Mr Vincent Au Yeung Group work: • Discussion • Role play • Debriefing and follow up
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What is communication???
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Communicator Message Audience
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WHAT IS EFFECTIVE COMMUNICATION???
This is cliché, isn’t it?
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Objective
Audience
Message Medium
Communicator
Environment
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Communicator
Objective
Medium / Message
Audience
Environment
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The Medium is the Message
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The Medium is the Message
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Which is more important?
Communicator’s needs
Audience’s needs
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Which is most important in the process of communication?
• Message?
• Medium?
• Environment?
• Audience?
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Audience
Message
Environment Medium
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Message
• What to say?
• Back to objective:
Inform
Persuade
Appeal
Problem solving
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Medium
• How to say?
• Language: English, Cantonese, PTH, dialects
• Choice of words and phrases
• Attitude of the communicator = empathy
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Environment
• Where to say?
Face to face
Telephone
Written: email, memo, letter
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Message
Medium
Environment
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The Road towards Effective Communication
SKILLS …
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Asking
Listening
Reframing
Negotiation
BATNA/WATNA
Options generating
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ASKING
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Asking
• Close end
• Open end
• Clarifying
• Elaborative
• Hypothetical
• Probing
• What
• When
• Where
• Who
• Whom
• How
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“If I ask a question, I may look foolish.”
“He who asks a question may be a fool for five minutes, but he who never asks a question remains a fool forever.”
“不恥下問 ”
LISTENING
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REFRAMING
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Framing is setting the scene
Reinterpretation: What else could this
mean?
New Perspective: How would this look
from Satellite and Moon?
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Reframing is changing the scene
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Modifying the message Words / phases Context
Positive / Right Direction
Agreement / Settlement
Reframing
NEGOTIATION
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Negotiation is the process of back-
and-forth communication aimed
at reaching agreement with
others when some of your
interests are shared and some are
opposed.
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1. Change attitude from narrow / egocentric
diverse interests.
2. (Re) Frame issue mutual interests.
3. Detach parties from their positions.
4. Develop interest-based options
Negotiation Skill
BATNA and WATNA
Best Alternative To a Negotiated Agreement 最佳替代方案 僅次於談判結果的最佳選擇 Worst Alternative To a Negotiated Agreement 比談判不成的結果更差 Best / Worst option available to a party should it call off a
negotiation
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Exploring options
• Exploring possibilities / alternatives
• Be creative
• Idea creativity
• Parallel thinking / lateral thinking
• Vs judgment, argument, truth
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And … body language
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DEMONSTRATION
Watch out for SKILLS
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Demo I
• Administration Officer Karin asks Programme Officer Vincent for a date of joint meeting when both teams have to attend
• It is not easy to schedule meeting as all colleagues are busy
Demo II
• Programme officer Vincent books a meeting room from Clerk Maureen
• Meeting rooms are often fully booked
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close end question, probing question, ‘why’
question reframing, options generating
close body language/ finger
pointing negotiation
PPS, body language, nice
voice
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Asking~ Voice mgt
Listening ~ Environment
Reframing= Choice of words
Negotiation
BATNA/WATNA= Persuasion
Options generating=
Problem solving
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What even good communication skills cannot rectify?
• Political issues • Structural issues • Staffing issues • Workload issues • Funding issues • Language issues • What can? • Please allow one advertisement … • Perhaps Mediation - School Mediation Project
(to be launched)
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What enhanced communication skills can help?
• Happier interpersonal relations
• More harmonious workplace
• Peaceful family life
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Skills recap
Communicator / attitude /
body language
Audience
Message Medium
Environment
Asking / listening
Reframing
Negotiation / BATNA / WATNA
Objective achieved
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Group work Group A1: Administrators (1 Group) Group AA1 – AA3: Assistant Administrators (3 Sub groups) Group P1 – P6: Administration Officers / Programme Officers (6 Sub groups) Group T1 – T10: Teaching Staff (10 Sub groups) Group S1- S12: Clerical / Supporting Staff (12 Sub groups)
Discussion (20mins): In a Sub group, there are about 10 persons with one Convenor Discuss (15mins) and fill Discussion guidelines and feedback form (5mins) After discussion, among the 10 persons, split into Role A; Role B; Role O 2 x Role A; 2 x Role B; all others Role O Role Play (20mins): First 8 mins: Role play I: A and B Seond 8 mins: Role play II: A and B [same role play scenario] Both observed by Os Fill Role play feedback form: 4 mins Debriefing (20mins): 10 persons participate, facilitated by Convenor using : (i) Observer’s checklist; (ii) Suggested tips for best scenario; (iii) Role play feedback
form; (iv) Follow up action checklist for coming six months
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Group pack 1. Convenor’s roles and functions 2. Case for discussion 3. Discussion guidelines and feedback form 4. Role play scenario brief: • For A – general brief, brief for A • For B – general brief, brief for B • For O – general brief, and observer’s checklist
(also A’s / B’s Role play feedback form) (Please don’t refer to 5 and 6 until after role plays
and at the beginning of debriefing) 5. Suggested tips for best scenario 6. Follow up action checklist for coming six months 54
Thank you, Happy group work …
Reminder
Case scenario - 請勿駁古,如有雷同實屬巧合,如有不足請包涵
Discussion - 高度參與
Role play - 盡情投入,發揮想像演技
HAVE FUN, ENJOY!!!
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