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Communicating Effectively

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Communicating Effectively The transference and understanding of Meaning Supervisors participate in two types of communication: Formal and Informal – PowerPoint PPT presentation

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Title: Communicating Effectively


1
Communicating Effectively
  • The transference and understanding of
  • Meaning
  • Supervisors participate in two types of
    communication
  • Formal and Informal

2
Methods of Communication
  • Formal Communication
  • Communication that addresses task-related issues
    and tends to follow the organizations authority
    chain.

3
Methods of Communication
  • Informal Communication
  • Communication 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 Communication
  • Transmission of information through the spoken
    word and includes a nonverbal component which can
    enhance the message.

5
Methods of Communication
  • Written Communication
  • When the message is intended to be officialwhen
    it has long-term implicationsor if it is highly
    complexand when a permanent record is needed.

6
Methods of Communication
  • Electronic Communications
  • Today, one can rely on a number of sophisticated
    electronic media to carry communications.
    E-Mail, voice mail, paging, cellular telephones,
    video conferencing, Etc.

7
Methods of Communication
  • Nonverbal Communications
  • Communication that sends messages without words
    through the use of body language and verbal
    intonations.

8
Methods of Communication
  • The Grapevine
  • The means of communication by which most
    operative employees first hear about important
    changes introduced by management.

9
Barriers to Effective Communication
  • Day-to-Day
  • Supervisors 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 Requirements
  • Information Medium
  • Lack of Honesty

13
Language
  • Words 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
  • How do you know is someone has received your
    message and comprehended it in the way that you
    meant?
  • Use Feedback

15
Perception
  • Your 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 Requirements
  • People 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
Information Medium
  • Media 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 Honesty
  • A good deal of what passes as poor
    communication is nothing other than individuals
    purposely avoiding honesty and openness

19
Improving Communication Effectiveness
  • Think First
  • Constrain Emotions
  • Learn to Listen
  • Tailor Language to the Receiver
  • Match Words with Action
  • Utilize Feedback
  • Participate in Assertiveness Training

20
Active Listening
  • A technique that requires an individual to get
    inside a speakers mind to understand the
    communication from the speakers point of view.

21
Active Listening Steps
  • Be Motivated
  • Make Eye Contact
  • Show Interest
  • Avoid Distracting Actions
  • Show Empathy
  • Take In the Whole Picture

22
Active Listening Steps
  • Ask Questions
  • Paraphrase
  • Dont Interrupt
  • Integrate Whats Being Said
  • Dont Overtalk
  • Confront Your Biases

23
Active Listening Steps
  • Make Smooth Transitions Between Speaker and
    Listener
  • Be Natural

24
The Importance of Giving Feedback
  • Focus on Specific Behaviors
  • Keep Feedback Impersonal
  • Keep Feedback Goal Oriented
  • Make Feedback Well Timed
  • Direct Negative Feedback
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