Communicating Effectively with Team Members

Leading & Motivating a Team

Effectively

Communicating Effectively with

Team Members

Day 2

Learning By Practice

2013

Table of Content Section 2

2

Communication Theory & skills

The Need For Communication in The Organization

Organizational Communication

The basics of Good Communication

The Communication Process

Non Verbal Communication

The Objective of Communication

Barriers to Communication

Overcoming the Barriers

Choosing the Method for Communicating

Listening

Constructive Feedback

Observation and Feedback

Assessment Task

1.Explain the importance of the team having a common sense of purpose that supports

the overall vision and strategy of the organisation (16 marks)

2.Explain the role that communication plays in establishing a common sense of purpose

(16 marks)

3.Assess the effectiveness of own communication skills on the basis of the above (12

marks)

4.Describe the main motivational factors in a work context and how these may apply to

different situations, teams and individuals (16 marks)

5.Explain the importance of a leader being able to motivate teams and individuals and

gain their commitment to objectives (20 marks)

6.Explain the role that the leader plays in supporting and developing the team and its

members and give practical examples of when this will be necessary (20 marks)

Communication Theory & skills

Half the world is composed of people who have something to say and

can’t, and the other half who have nothing to say and keep on saying it

Robert frost , American poet

Learning by practice

1.Communication Theory & skills

Communication

Good communication is critical factor in

success of any organization.

Why ?

Communication in organization is essential, basically organizations are about co-

ordination of efforts and resource.

Important of communication:

• Save time.

• Get people pulling in same direction.

• Assists in the introduction of change.

• Empowers people to use their intelligence.

• Provide the information that people need to their job.

• Reduces the scope for errors to occur.

• Provide feedback to individuals that what are doing is appreciated.

2.The need for communication in the

organization

3. Organizational

Communication Communication Objective :

1. The sharing of the compelling vision.

Is about what the organization is seeking to achieve and

how the contribute to its success, leader must provide a

simple statement that provides vision, hope, direction,

value, importance and meaning to everyone in the team.

2.The integration of effort

People may work hard but if they are all aiming different

direction, Good communication and clear goals can help

co-ordinate effort

Minimum Result Optimum Result

Organization Efforts

Ob

ject

ives

Resources

Communication

3.Organizational Communication Communication objective :

3. Making intelligent decisions:

Sound of decision are made after obtain as much relevant information as is possible,

evaluating the information and identifying the option available.

4.Identify the Best Alternative

5.Develop and implement the plan

6.Evaluate the decision

3.Analysis the Information

2.Collect Relevant Information

1.Define the need of Decision

Dec

isio

n M

ak

ing

Pro

cess

3.Organizational Communication

Communication objective :

4. Sustaining a healthy community

An effective organization is one where the people are willing to devote themselves to the

aim of organization and seek constant improvement. They need to know where the fit in

and feel encouraged to try new ideas with out fear of retribution.

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4.The Basics of Good Communication

What is Communication meaning ??

• Saying something to someone.

• Transferring information between people.

• Passing instruction to people.

“Communication is the transfer of information from one person to another,

resulting in some form of action”.

“ That’s not what I wanted “

“ What is Communication Process”

Communication is the process of passing information and

understanding from one persons to another with the intention of

getting some form of response

The Communication Process

Communication Elements:

Sender

Message

Channel

Noise

Receiver

Feedback

Verbal

5.The Communication Process

Sender has Idea

Encoding

Select the Channel

Decode the Message

Interprets Meaning

Non verbal

Written

Fee

dbac

k


Sender Initiate the communication process ….

Decide the meaning of message they wish to convey

Encodes the massage

Select the channel for transmitting

Receive feedback…..

Written Used when situation is formal, official, long term

Memos Used when inquiry needed or replies

Latters Formal tone addressed to an individual

Reports Impersonal, convey information, analysis, Recommendations


Encoding: is putting a message into words or images

Channel: The channel is path a message follows from the sender to receiver

Downward channel vs. Upward channel

What is the informal channel?


Receive:

Decoding the message while

receiving it. That is they will

take the words and image and

nonverbal information in face

to face situation and use own

experience and knowledge to

interpret it to what see as the

meaning

Feedback:

Possibility of things going

wrong; it is vital that sender

obtain confirmation that their

message has been received in

the way they intended and

for receiver to clarify

anything about which they

are unsure. No

ise


Noise Is anything that will detract from

the information being received and

understood in the same way as the

transmitter intended “ barrier”

6. Nonverbal Communication

Nonverbal Communication : message that include image, action and behaviors “ body

language and active listening.

Body Language

7.The objective of communication

1. To have the message received.

2. To have the message understood .

3. To have the message accepted.

4. To obtain some sort of response or action as result.

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8.Barriers to Communication

The effectiveness of any type of communication will depend on : 1. The skills of people involved in

2. The barriers that prevent the effectiveness of communication process


• Information source: is what we want to

communicate to someone.

• Transmitter : is the person who is

wishing to pass the information.

• Receiver : is the person who receive

the information.

• Destination: is what we are attempting

to achieve by passing the information.

Information source

Transmitter

Receiver

Destination

Noise Source

Noise source : is anything that will detract from the information being received and

understood in the same way as the transmitter intended “ barrier”

Main Categories of Barriers Physical barriers

Personal barriers


Methods

Message it self

Way of receiving

Categories of Barriers / process

Perception

Jumping to conclusion

Stereotyping

Lack of knowledge

Lack of interest

Emotions

Personality

Culture

Personal Issues

Methods • Verbal communication need to be clear, deliver in the right atmosphere when people are

prepared to listen.

• Written communication may not be delivered or can be easily be put to one side and not

read or read to late or misinterpreted.

Message it self • Talking down to people and insulting their intelligence by not recognizing their level of

knowledge

• Talking over the heads by assuming knowledge

• Not thinking through the wording and being ambiguous

Way of receiving • Interpretation of the word used

• Trying to speak when there is intense background noise

• Trying to hold a discussion immediately after lunch when people find it particularly

difficult to concentrate

• Pile arrives at once


9.Overcoming the barriers:

Overcoming the barriers: Step 1: recognize that communication barriers does exist , identify the root

cause.

Step 2 : identify who have control over this barriers.

Step 3: identify who could have an effect on this barriers.

Step 4: seek the assistance of those people identified in Step 2 and Step 3 to

look for ways to improve the process.

Step 5: If all else fails seek an alternative method of communication.

Theoretically, there is now nothing hamper the message, but what

happen in reality ??

10.Choosing a Method for Communicating

The method that we choose determines how effective a

communication.

What: is a message ?

Why : why do we need to communicate this message ?

Who : who need to receive this message?

When : when will message need to be received ?

Where: where will the message be delivered ?

Then we can decide HOW the message should be

communicate.

11. Listening

Among all the different skill we use in communication, listening is often regarded

as the one which is most important :

L

I

S

T

E

N

Look interested – Do Not interrupt, let people finish what they are

saying, avoid being obvious, know what you are going to say in

advance, use body language.

Inquire with Questions : why, what, when, and where

Stay on target

Test your understanding- make sure you are understand what is

being discussed, everyone in meeting is thinking about their own

situation.

Evaluate the Message, what is value or relevance .

Neutralize your feeling – do not argue – be in control of yourself.

Many factors may effect ability of listening :

Find the right mood

Switch off all distraction

Make sure there is nothing else on your mind

Concentrate

Communication is a conversation, not monologue.

11. Listening

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12. Constructive Feedback

1. Feedback will only work successfully if all parties acknowledge that it is

essential part of development.

2. The feedback should deal with both positive and negative factors.

3. The most important part of feedback is ensuring the context is right.

4. Before giving or receiving feedback you need to establish that time is

right.

Feedback is important source of in formation when identifying your own or your

developing need

There are some basic principles for feedback to be effective

If you are receive feedback Make sure that


• You know fully the circumstances surrounding the event

• The feedback is about something you can change

• Feel comfortable about receiving negative feedback and don’t

feel low self esteem

• The provider of the feedback does not appear to be trying to put

you on the spot

• The time and place is inappropriate

Know how to receive Feedback


• Breath deeply, stay relaxed and focused

• Listen carefully

• Ask questions for clarity

• Acknowledge the feedback

• Acknowledge the valid point

• Take time to sort out what you heard. If necessary ask for time to

think about what has been said, then back to discussion.

Feedback may defined as “ information about past behavior “ practice” delivered in

the present, which my influence the future behavior

12. Behavioral Feedback

• Feedback is influential during the performance appraisal

period, it should be in regular basis

• When employee receive feedback that they are more

likely to understand what is expected of them

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End of Section 2

Leadership & Management

Communicating Effectively with Team Members