1

FACILITATORProf. Dr. Mohammad Majid Mahmood

Art of Leadership & MotivationHRM – 760Lecture - 7

Myths and Realities about the nature of

communication

3

Myth #1:

We communicate only when we intend to.

Myths and Realities

4

Myth #1: We communicate only when we intend to.

Reality:We frequently send messages we

are not aware of.

Myths and Realities

5

Myth #2: We communicate as if words themselves had specific meanings.

Myths and Realities

6

Myth #2: We communicate as if words themselves had specific meanings.

Reality:Words do not have specific

meaning; meanings are in people.

Myths and Realities

7

Myth # 3: Communication is a one-way activity of TELLING people

something.

Myths and Realities

8

Myth # 3: Communication is a one-way activity of TELLING people something.

Reality:Communicating is a two-way activity in which feedback is vital.

Myths and Realities

9

Myth # 4: You can give others too much

information.

Myths and Realities

10

Myth #4: You can give others too much

information.Reality:

Information overload can be just as much of a problem as not having

enough information.

Myths and Realities

11

Forms ofCommunication

FORMS OF COMMUNICATION

Verbal Communication: The sharing of information by means of words, either spoken or written.

Nonverbal Communication: The sharing of information by means of facial expressions, body language, and mode of dress.

13

WHY COMMUNICATE?

To convey informationTo receive informationTo gain acceptance for you or your ideasTo motivate other peopleTo maintain relationships with coworkers, clients, etc.To establish trustTo produce action or changeTo understand the wants and needs of your stakeholdersTo express your emotions or feelings

14

COMMUNICATION DIRECTIONS

• Communication occurs in 4 directions in organizations:

– Upward communications

– Downward communications

– Lateral communications

– Diagonal communications

15

EFFECTIVE COMMUNICATION

• WHAT you say is not nearly as important as HOW you say it!

• A dull message delivered by a good communicator will be accepted as brilliant.

• An excellent message delivered by someone who is not interested in the topic, will not take the attention of its audience.

16

WrittenCommunication

TYPES OF WRITTEN COMMUNICATION

• Letters• Memos• Minutes of meetings• Reports • Feasibility studies• Emails

• Web-based documents• Instructions• Questionnaires/

surveys• Promotional material• Employment contracts• Other documents

18

Listening Skills

Hearing: Hearing occurs when your ears pick up sound

waves being transmitted by a speaker. Hearing is an INACTIVE, INVOLUNTARY

process.

Listening: Listening involves recognizing, understanding and accurately interpreting messages received. Listening is an ACTIVE, VOLUNTARY process which requires ENERGY.

HEARING & LISTENING

20

HOW TO LISTEN?

God has given people two ears but only one tongue, which is a gentle guide that they should listen more than they talk.

God has given people two ears but only one tongue, which is a gentle guide that they should listen more than they talk.

Decision makers who do not listen have less information for making sound decisions.

Decision makers who do not listen have less information for making sound decisions.

21

Listening Guides at the Workplace

Stop talking. You cannot listen if you are talkingThink before you speakShow the talker that you want to listen.Remove distractions.Be patient.Hold your temper.Go easy with arguments and criticisms.Keep an open mindPostpone judgmentBe alert and in the presentAsk questions to show interest.

22

Presentations

People judge your presentation based on how you present

24

CHARACTERISTICS OF SPEECH

Pitch (how high or low the voice is) Tempo (rate of speaking) Rhythm (timing and emphasis on words) Articulation (how clearly words are

pronounced)

25

TYPES OF PRESENTATIONS

Present project proposals or updatesDeliver oral briefings and adviceInform colleagues of workplace proceduresProvide one-to-one or group instructionsOnline presentationsReport on team meetingsPromote your organisation’s products & services

26

TIPS FOR SUCCESSFUL PRESENTATIONS

Relax before presentation. Know your material. Visualize yourself giving your speech. Know the room. Know the audience. Realize that people want you to succeed. Don't apologize. Concentrate on the message - not the medium. Practice builds confidence.

27

EFFECTIVE COMMUNICATION DOs and DON'Ts

DO be direct, courteous and calm DON'T be rude and pushy DO acknowledge that what works for you may not work for

others DON'T make personal attacks DO say main points first, then offer more details if necessary DON'T expect others to follow your advice or always agree

with you DO listen for hidden feelings DON'T suggest changes that a person can not easily make.

28

COMMUNICATION FEEDBACK

We may say that communication has occurred only when the message has been understood.

Understanding occurs in the mind of the receiver.

Feedback is critical to ensure that accurate understanding of the message has occurred.

29

REASONS FOR COMMUNICATION FAILURE

• Info overload.• Message complexity.• Message competition.• Differing status.• Lack of trust.• Inadequate structures.• Unethical communication.• Physical distraction.• Incorrect choice of medium.

30

SKILLS OF A GOOD LEADER

Speak and write clearly Listen actively Give feedback Make eye contact Avoid interrupting Respect the views of others Ask questions Use appropriate body language

31

Final thoughts

Strong communication skills are crucial for efficient & effective performance.

Strong communication set the tone of our relationships.

32

1-33