Download - Lisa Bastille Allan Benowitz Yoseph Gebremichael Natasha Kuprasova Katie O'Rourke Abraham Tiamiyu 1
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Lisa Bastille Allan Benowitz
Yoseph Gebremichael Natasha Kuprasova Katie O'Rourke
Abraham Tiamiyu
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Effective Communication - Overview
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“We hear only half of what is said to us, understand only half of that, believe only half of that, and remember only half of that.”*
Overview of our presentation: Effective Communication
OrganizationsGroupsIndividuals
Effective Communication - Overview
*Kathy Walker et. Al, “Communication Basics” LEADS curriculum Notebook Unit 2, Module 2-1 (Kansas State University, 2002), 2
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Ineffective communication? – “The Office”
© 2009. NBC Universal. All Rights Reserved.4
Communication in uncertain times
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Effective Communication - Organizations
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Understanding Ineffective Communication
Marketing Theory
Legal Theory
The Bureaucratic Theory
Engineering Theory
The Family Theory
Source: “Cascading Improvements in Communication: Adopting a New Approach to Organizational Communication,” by Baltej S. Maini, MD and Palmer Morrel-Samuels, PhD, The Physician Executive, September/October 2006
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Elements of Effective Business Communication
Organizations have two major constituents for their messages:
Internal Purpose To articulate the
strategic direction of the company and motivate employees
To enforce a new culture or enhance the existing culture
External Purpose To emphasize the products
and services offered by the company
To update the financial community on the company’s performance
Source: “The Strategic Communication Imperative,” by Argenti, Howell and Beck, MIT Sloan Management Review, Spring 2005
Constituent’s message is crafted to meet its specific needs
Internal Departments Employees
External Customers Competitors Community
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Cognitive Theory* Strategic Model** FAME Model***
Construction of Meaning
Accommodation of Perspective
Facilitation of Memory
Communication with the explicit purpose of creating change.
Source: *“Cascading Improvements in Communication: Adopting a New Approach to Organizational Communication,” by Baltej S. Maini, MD and Palmer Morrel-Samuels, PhD, The Physician Executive, September/October 2006 **“The Strategic Communication Imperative,” by Argenti, Howell and Beck, MIT Sloan Management Review, Spring 2005 ***“Leadership Communication– the AstraZeneca Way,” by Dominic Walters and David Norton, SCM Volume 12, Issue 1, December/January 2008
Models of Effective Business Communication
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Aligned
Interpretative Loops
Internal Alignment and commitment
External Specialize Messages
Focus
Articulate
Model
Engage
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Effective Communication - Groups
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Three general categories have been identified as critical to successful group communication:
1. Design/ Structure: setting ground rules for communication, decision making, meeting structure and record keepingOrganizational structure, when agreed upon by all participants, facilitates communication and engenders trust
2. Commitment: “A group isn’t so much about issues as it is about relationships”Member integrity – usually difficult to define, but displays common traits
Guidelines/rules
3. Active listening/ Discussion: Variable, determining success or failure of the group
Effective Group Communication
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How do we communicate effectively?
Need to effectively communicate both the task and the process for getting the job done (and how the group will interact), not just one
Important things to consider: clarificationthe mousethe loud-mouththe written recordfeedbackhandling failurehandling deadlockreminder of big pictureavoiding single solutions
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What do I need to know?
Phases of the communication process
Perception’s impact on communication
Nonverbal communication
How does technology affect
communication?
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Judging (“You should…you ought to…”)
Rejecting (“It’s your problem, not mine”)
Labeling (“Only a dummy would do it this way”)
Blaming/critisizing (“It’s your fault”)
Transferring (“Let me tell you what happened to me”)
Ordering (“You must do this now”)
Threatening/bribing (“If you don’t do what I said, I will do…”)
Nagging (“How many times I’ve told you”)
Hurrying (“ok, ok, we have to go..”)
Acting (Using body language that send negative message)
Source: http://www.education.com/reference/article/Ref_Road_Blocks/
Blocks to effective communication
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Effective Communication - Individuals
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Effective Communication Styles: B-E-S-T Model
BOLDRESULTS
•Focus on results•Show initiative•Take charge•Value efficiency•Prod others to achieve
EXPRESSIVESPIRIT
•Generate new ideas•Create excitement•Persuade others•Meet adversity with optimism•Move quickly, multi-task
TECHNICALDISCIPLINE
•Stay calm and rational•Focus on the facts and details•Avoid mistakes•Make rational decisions•Develop and document processes
SUPPORTIVETRUST
•Provide support•Consider others’ feelings•Loyal to the cause•Give benefit of the doubt•Go the “extra mile” to help others
© 2008 Right Management Inc.15
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Effective Communication Styles – Other models
“GST Model”*
ExpresserDriver RelaterAnalytical
“Heffner Model”**
PassiveAssertiveAggressive
Sources: *GST Model from “Communication Styles Table” (GST Telecom, formally Call America) **Heffner Model from “Communication Styles” by Christopher L. Heffner, M.S.
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Linguistic (speaking)
Logical (reasoning)
Visual-spatial (picturing)
Kinesthetic (experiencing/feeling)
Auditory (listening)
Interpersonal (relating to others)
Intrapersonal (understanding self)
Effective Communication Styles Framework
Source: Robert V. Keteyian, http://communicationstyles.us/Why_Communication_Styles_Matter2.pdf17
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Conclusion and Case-Study
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Organization Internal External
Group Design/ Structure Commitment Communication
Individual Bold Expressive Supportive Technical
Conclusion/ Important Takeaways
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Case: You are the Director of Human Resources (HR) and need to develop a plan for, and disseminate information on a company-wide furlough week over the holidays.
Individual- As the HR Director, using our earlier frameworks, how would you approach this issue?
Group- You work with your 5-person Operations Management Team (OMT) to develop a plan for logistics and dissemination. As this is the first time any of these team members will be hearing the news (which will also affect them), you want to address their individual needs while also maintaining a strong group dynamic. What do you need to do to ensure the meeting is productive and the members feel comfortable?
Organization- How would you deliver this news to all staff in a way that is calm, informative, and efficient?
CASE STUDY
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Applying the framework - Individual
The HR director needs to focus on Intrapersonal (understanding self) before Interpersonal (relating to others) communicationIntrapersonal : focusing on one’s thoughts
If the message does not make sense to her, it will not make sense to others
As other people cannot read her mind, the HR Director must translate her thoughts so that others can understand
She needs to ask herself precise questions: What do I want to achieve? What resources do I have to help me achieve my goal? To whom can I delegate some of the responsibilities?
CASE STUDY (Suggested solution)
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Applying the framework – Individual
Interpersonal: sending the message and receiving feedback from othersAfter gaining a clear understanding of what she wants, the HR Director then needs to communicate with others
Using our B-E-S-T model (Bold, Expressive, Supportive, Technical): The HR Director needs to decide which of the communication styles is appropriate depending on the message being sent
For example, when giving instructions to the Operations Management Team, she needs to take charge and prod them to achieve desired results by communicating in a BOLD way
On the other hand, when explaining her thoughts regarding the logistics of the furlough week, she needs to communicate in a TECHNICAL way by focusing on the facts and details
Receive feedback by actively soliciting input from others
CASE STUDY (Suggested solution) – cont’d
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The most important thing for all communicators is the ability to adapt
The "Golden Rule" that most of us know is really different when it comes to communicating
Instead of doing unto others as you would have them do unto you, "the golden rule in communicating is to communicate with others the way they wish you to."
"Golden Rule"
Source: Kate Lorenz and David G. Jensen, http://fpd.gsfc.nasa.gov/diversity/Communication_Styles.pdf
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Q & A
Thank you!
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1.) “Cascading Improvements in Communication: Adopting a New Approach to Organizational Communication,” by Baltej S. Maini, MD and Palmer Morrel-Samuels, PhD, The Physician Executive, September/October 2006
2.) Fair Disclosure, Regulation FD: http://www.sec.gov/answers/regfd.htm
3.) Kate Lorenz and David G. Jensen: http://fpd.gsfc.nasa.gov/diversity/Communication_Styles.pdf
4.) Kathy Walker et. Al, “Communication Basics,” LEADS curriculum Notebook Unit 2, Module 2-1 (Kansas State University, 2002), 2
5.) Robert V. Keteyian: http://communicationstyles.us/Why_Communication_Styles_Matter2.pdf
6.) Sarbanes Oxley: http://www.sarbanes-oxley-forum.com/
7.) “Leadership Communication– the AstraZeneca Way,” by Dominic Walters and David Norton, SCM Volume 12, Issue 1, December/January 2008
8.) Synopsis Communication Consultants: http://www.synopsisonline.com/about/
9.) “The Strategic Communication Imperative,” by Argenti, Howell and Beck, MIT Sloan Management Review, Spring 2005
10.) Video clip courtesy of NBC Universal. All Rights Reserved.
11.) “What every manager should know about communication,” by Bill Quirke and Dominic Walters, SCM volume 7, issue 5 Aug/Sept. 2003
References
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