8 steps to communication Effective Communication Communication Barriers Conflict & Difficult...
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Transcript of 8 steps to communication Effective Communication Communication Barriers Conflict & Difficult...
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Understanding Communication
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8 steps to communication
Effective Communication
Communication Barriers
Conflict & Difficult Conversations◦ Triangulation◦ Masks
Moving Forward
Communication Tips
Overview
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Basis for relationships
Constant
Difficult & complex
Requires give & take
Communication…
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Roles:◦ Sender◦ Receiver
Message:1. Sender’s thought2. Sender’s communication of idea3. Receiver hears idea4. Receiver’s perceived idea of sender’s thought
Process of Communication
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8 Steps to Communication
Sender Receiver
1) I intend to send a particular message.
2) I communicate the message.
3) I believe I sent the particular message I intended and the particular message was heard as intended.
4) I may or may not ask for feedback to assure the particular message was heard as intended.
5) I heard a message.
6) I assign meaning to the message from my own frame of reference.
7) I think I understand the particular message as intended.
8) I may or may not provide feedback that I did or did not understand the particular message as intended.
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Express Yourself!
Truly understand what the other person is saying; don’t make assumptions.
Be authentic.
Intention does not always equal impact.
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Good communication is the ability to align your message in a way that resonates to your real thoughts, emotions, and beliefs, so that what you are communicating reflects what you are really thinking, how you feel, what you believe, and how you act.
Authentic communication is when your verbal and nonverbal communication matches.
Be self-aware of who you are and how you communicate; open yourself up to being comfortable with yourself.
Effective Communication
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Being unaware of yourself◦ To counter this:
Take a moment and pause Reflect on your personality traits Understand your communication style Do NOT judge yourself; remain neutral
Fear◦ To counter this:
Remain self-aware and open to understanding the other person Ensure that your message is being heard correctly & that you are
hearing the other person directly Establish what you and the other person both need in order to feel
respected in the situation
Weak/non-existent feedback system
Communication Barriers
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Key Ingredients Seek first to understand, and then to be understood.
Increase your self-awareness.
Become comfortable with the uncomfortable.◦ Being told “no”◦ Being disagreed with and criticized◦ Strong emotional responses (either from you or others)
Allow others to react authentically without it affecting you.
Be willing to change your own assumptions, judgments, & biases.
Give yourself permission to make errors; do not judge yourself.
Find common ground. Compromise = giving 60% and expecting 40%.
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Step up for yourself
Do NOT attempt to change something or someone; simply try to communicate your thoughts/ideas with them or try to better understand where they are coming from.
Focus on someone’s behavior rather than the person.
Conflict & Communication
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Conflict◦ Difference in opinions and perceptions◦ Serious disagreements over needs or goals◦ Gossip, avoidance, verbal abuse, passive aggressive
communication, blame, anger, denial
When conflict affects the ability to live and work productively, they must be addressed
Difficult conversations may follow because of ◦ High emotions◦ Important issues◦ Strong disagreements
Addressing Conflict
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Your first goal is to get your authentic message across.◦ Be aware of yourself and to whom you are speaking.
Your second goal is to understand the other person’s authentic message.
Do not engage by trying to change the other person’s mind.
Identify the core problem in a way that you can both understand.◦ Share experiences◦ Discuss what your intentions are/were
Managing Conflict
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Occur when feelings of intimidation or fear arise particularly when:◦ There is a strong disagreement◦ Emotions are running high◦ The issue is important to all individuals involved
Difficult Conversations
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One of the leading causes of stress in the workplace & in personal relationships
You must be able to deal with difficult conversations and understand the ways other people cope in these situations.
Managing difficult conversations requires:◦ self-awareness◦ ability to speak authentically◦ ability to listen without judgment
Difficult Conversations
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1. Address the problem early2. Discuss the issue directly3. Communicate with respect4. Seek to learn and understand the other
person’s point-of-view5. Address perceptions and assumptions6. Listen to understand the interests of the other
party (not just their position on the matter of the dispute)
7. Focus on the issue, not the person8. Find ways to move past your differences
** not easy to follow**
Best Practices
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Fear
Leveraging
Triangulation
Masks
Communication Styles
Personality Traits
Factors in Difficult Conversations
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Criticism Rejection Disapproval Being wrong Embarrassment Shame Abandonment Being seen as incompetent Anger Being seen as vulnerable Crying
Fear of…
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If your thoughts, words, feelings, beliefs, and/or behaviors do not align, then you are most likely in self-protection mode.
Self-protection mode: Attempt to prevent someone from seeing any insecurities or vulnerability◦ Don’t say what you mean◦ Change words & alter message◦ Feel tense and anxious internally, or even angry◦ May become aggressive with verbal and nonverbal
communication
Fear Self Protective Mode
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Characterized by◦ Being equal or on the same level regardless of
position◦ Have an equal balance of power in conversation
If this is not achieved, then you will most likely triangulate the situation
Leveraging
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Occurs when a person is under an extreme amount of stress and reaches out to another person rather than directly communicating with the person they are in conflict with.
**not mediation**
Three faces:◦ Victim◦ Blamer◦ Rescuer
Triangulation
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People feel powerless People have weak boundaries People are dependent People conclude that they are unimportant, invisible,
incompetent, unlovable, don’t matter, etc.
**Whether the third person knows it or not, they are now involved in this difficult conversation**
Triangulation hardly ever solves the problem and in some cases can cause further issues. At this point, people will begin to “mask” their emotions in certain ways.
Why do triangles happen?
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Placater Blamer Computer Distracter
**Used to deal with the perceived threat of rejection**
The 4 Masks
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Characteristics◦ Doesn’t want the other person to become angry or disappointed
◦ Talks in an ingratiating way, trying to please the other person
◦ Rarely disagrees
◦ Apologizes frequently
◦ Seeks approval
◦ ‘Yes’ person
This individual frequently says yes when they really mean no, is unable to deliver the real message, and is silent about their own needs.
Over time this person might begin to feel tightness in the throat; and a lot of physical and emotional fatigue, despite the praise they receive for being so helpful! Inside they are fuming and angry.
Placater
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Wants to be seen as “strong”
Characteristics:◦ Fault-finder◦ Dictator◦ Acts superior and seems to be saying: “If it
weren’t for you, everything would be all right.”
◦ Says, “I am right and you are wrong, and I don’t need to listen to this anymore!”
◦ Dominates conversations and/or interrupts
Over time, this person experiences tension in the muscles and organs. They portray a false sense of dominance, but underneath feel detached and excluded, very lonely.
Blamer
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Computer Tends to deal with a threat as if it were harmless.
Hides self-worth behind big words and intellectual concepts
Characteristics:◦ Abstract thinker◦ Uses big words◦ Reasonable◦ Usually correct◦ Shows very little, if any, emotion◦ Un-reactive to situations, tend to remain calm
Internally, they feel very lonely.
Over time this person experiences body rigidity and monotone voice.
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Attempts to distract others so that the threat is ignored; they behave as if there is no threat.
Characteristics:◦ Off topic◦ Singsong voice◦ Exaggerated motions◦ Genuinely funny
Thought: maybe if one does this long enough, it really will go away.
Can be thought of as a ‘kind of lopsided top’. Constantly spinning but never knowing where you are going, and not realizing it when you get there.
Distracters are frequently the ‘life of the party’ and have the ability to make people laugh, often referred to as the ‘class clown.’ Over time this person experiences a lack of purpose in life and general body discomfort.
Distracter
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Victim◦ Placater – “yes” person
Rescuer◦ Could be any mask◦ Receive many compliments◦ Feel validated by assisting and being recognized
Blamer◦ Computer – feels powerless◦ Distracter – uses “aggressive” tactics to stay distant
Triangulation & Masks
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To better understand the situation and the other person, you must first understand yourself.
Look at your◦ Communication styles
◦ Personality traits
Reflect on why you may be reacting or behaving in a certain way.
Do NOT judge yourself; remain neutral to situations.
Reflect on behaviors and not personal characteristics.
Determining where you are…
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Choose to act 1:1 or with a mediator
Act sooner rather than later
Decide what you would like to achieve with the conversation
Invite the other person to participate in the conversation
Plan the logistics of the meeting When, where, who should participate, etc.
Moving Forward: Pre-Conversation
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Once you are self-aware, approach the other person and arrange a meeting or time to discuss what you are experiencing.
If you are tense about your conversation, practice in a mirror or with someone you trust (do NOT triangulate).
Focus on thinking, communicating, and acting authentically.
Pre-Conversation Tips
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Ask for assistance if needed Establish
◦ Mutual purpose – Why are you meeting?
◦ Mutual meaning – What issues are you addressing?
◦ Mutual respect – What do you both need in order to feel respect during this conversation and afterwards?
Discuss confidentiality
Discuss perceptions and assumptions
Listen to the other person’s perspective
Be aware of and try to understand your own and the other
person’s feelings
During Conversation
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Take a time out if needed
Only address the past if relevant
Focus on the issue, not the person
Look for common ground
Agree on how to be accountable in the future
◦ How will you give or receive feedback?
During Conversation
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Act with integrity◦ Stick to what decisions were made during your
covnersation
Let go of the past and hard feelings
Acknowledge differences and appreciate efforts made
Give and/or ask for feedback on a consistent basis
Post-Conversation
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Strive to be authentic so that your thoughts, feelings, words, behaviors, and beliefs are aligned
Be an active listener◦ Listen attentively, restate what you think you heard, and
ask clarifying or follow-up questions.
Your goal is to communicate in a way that the listener can hear your message, it is NOT to change their minds or have them agree with you.
Communication Tips
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Develop your emotional intelligence skills
Be direct, open, and adaptable
Seek to understand before being understood
Realize that you can only change yourself; you have no control over others’ words or behaviors
Take care not to assume or make judgments◦ Make an effort to assume best intentions.
Communication Tips
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Questions?! Thoughts?! Input?!
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AmeriCorps VISTA Leader Training. September 2013. Dallas, TX.
“The Relationship Between Conflict Resolution & Emotional Intelligence,” AmeriCorps VISTA Leader Webinar. September 2013. Elaine K Williams.
This webinar was created by 2013-2014 IACC VISTA Leader, Monique Ellefson.
References