Communications Skills for Managers Welcome!. Miscommunication “So, I’ll be expecting your report...
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Transcript of Communications Skills for Managers Welcome!. Miscommunication “So, I’ll be expecting your report...
Communications Skills for ManagersCommunications
Skills for Managers
Welcome!Welcome!
MiscommunicationMiscommunication
“So, I’ll be expecting your
report mid-week.” “So, I’ll be expecting your
report mid-week.”
Plenty of timebetween now and
Thursday afternoon!.
Plenty of timebetween now and
Thursday afternoon!.
Triangle of SuccessTriangle of Success
Attitude
Attitude
KnowledgeKnowledge
Skill
Skill
Habit Habit
Skill Skill
Attitude Attitude
Knowledge Knowledge
Need toWant toCan do
Will doShow me how
Need toWant toCan do
Will doShow me how
Right with strong coachingRight with strong coaching
The knowledge trapThe knowledge trap
Fundamentals Concepts Principles
Fundamentals Concepts Principles
PracticePractice
More coachingFeedbackFollow-upAccountabilityMeasurementRecognition
More coachingFeedbackFollow-upAccountabilityMeasurementRecognition
Cycle of Accelerated PerformanceCycle of Accelerated Performance
Knowledge Expertise Experience Prejudice Needs vs. Wants Goals
Knowledge Expertise Experience Prejudice Needs vs. Wants Goals
Elements to ConsiderElements to Consider
Have equal mix of all three Break up timing Use summaries Use visual representations
Allow for Q&A
Have equal mix of all three Break up timing Use summaries Use visual representations
Allow for Q&A
Multiple Learning StylesMultiple Learning Styles
Provide pictures in handouts Provide space in handouts Have variety of visual aids Repeat major theme points Ask listener to repeat directions
Provide pictures in handouts Provide space in handouts Have variety of visual aids Repeat major theme points Ask listener to repeat directions
Multiple Learning StylesMultiple Learning Styles
“Try honestly to see things from
the other person’s point of
view.”
-Dale Carnegie
How to Win Friends and Influence People
“Try honestly to see things from
the other person’s point of
view.”
-Dale Carnegie
How to Win Friends and Influence People
PrinciplePrinciple
“The training was taken by
many employees of the
company.”
“The training was taken by
many employees of the
company.”
Passive VoicePassive Voice
“The training was taken by
many employees of the
company.”
-Subject is acted upon
“The training was taken by
many employees of the
company.”
-Subject is acted upon
Passive VoicePassive Voice
“Everyone in XYZ Company
takes training to improve their
skills.”
“Everyone in XYZ Company
takes training to improve their
skills.”
Active VoiceActive Voice
“Everyone in XYZ Company takes
training to improve their skills.”
-Subject acts
“Everyone in XYZ Company takes
training to improve their skills.”
-Subject acts
Active VoiceActive Voice
AnalogyAnalogy
__________ is to
_________________
just as ___________
is to _______________
__________ is to
_________________
just as ___________
is to _______________
AA
BB
CC
DD
AnalogyAnalogy
__________ is to
_________________
just as ___________
is to _______________
__________ is to
_________________
just as ___________
is to _______________
LetterLetter
wordword
sentencesentence
paragraphparagraph
AnalogyAnalogy
__________ is to
____________________
just as ___________
is to __________________
__________ is to
____________________
just as ___________
is to __________________
PaddlingPaddling
a swan on a smooth lake
a swan on a smooth lake
nervousnessnervousness
a competent presenter
a competent presenter
“I want you to…” “I hear what your saying, but…” “You’re wrong.” “Let me tell you what I think…”
“I want you to…” “I hear what your saying, but…” “You’re wrong.” “Let me tell you what I think…”
Negative PhrasesNegative Phrases
Question Startling statement Others:
Mystery statement Compliment Dramatic incident
Question Startling statement Others:
Mystery statement Compliment Dramatic incident
OpeningsOpenings
DemonstrationsExamplesFactsExhibitsAnalogiesTestimonialsStatistics
DemonstrationsExamplesFactsExhibitsAnalogiesTestimonialsStatistics
DefeatsDefeatsEvidence DoubtEvidence Doubt
DoubtDoubtEvidenceEvidence
DemonstrationsExamplesFactsExhibitsAnalogiesTestimonialsStatistics
DemonstrationsExamplesFactsExhibitsAnalogiesTestimonialsStatistics
DefeatsDefeatsEvidence DoubtEvidence Doubt
EvidenceEvidenceDoubtDoubt
Summarize in a few words Appeal to the nobler motives Throw down a challenge Dramatize your ideas
Summarize in a few words Appeal to the nobler motives Throw down a challenge Dramatize your ideas
ClosingsClosings
Repeat the most important point Use a motivating statement Use a quotation Speak on a personal level
Repeat the most important point Use a motivating statement Use a quotation Speak on a personal level
Closings (2)Closings (2)
7%7%
38%38%55%55%
VerbalVerbal
VocalVocalVisualVisual
Impact of MessageImpact of Message
WhenWhen
IncongrueIncongrue
ntnt
WhenWhen
IncongrueIncongrue
ntnt
Dr. Albert Mehrabian, UCLA Professor10 year study of non-verbal communicationDr. Albert Mehrabian, UCLA Professor10 year study of non-verbal communication
Congruent MessageCongruent Message
Non-verbal Integrated with Verbal
Non-verbal Integrated with Verbal
The Magic FormulaThe Magic Formula
Incident 90%Incident 90%Action
5%Action
5%Benefit
5%Benefit
5%
Principles for TrainingPrinciples for Training
Show respect for the other person’s opinion. Never say “you’re wrong.”
Try honestly to see things from the other person’s point of view
Show respect for the other person’s opinion. Never say “you’re wrong.”
Try honestly to see things from the other person’s point of view
Principles for TrainingPrinciples for Training
Praise the slightest improvement and praise every improvement
Use encouragement. Make the fault seem easy to correct
Call attention to people’s mistakes indirectly
Praise the slightest improvement and praise every improvement
Use encouragement. Make the fault seem easy to correct
Call attention to people’s mistakes indirectly
Guidelines for TrainingGuidelines for Training1. Determine need2. Understand the difficulty3. Tell how to accomplish4. Demonstrate doing the task5. Maintain positive attitude
1. Determine need2. Understand the difficulty3. Tell how to accomplish4. Demonstrate doing the task5. Maintain positive attitude
Guidelines for TrainingGuidelines for Training
6. Learner does task7. Make changes immediately8. Mind picture of task9. Be available
6. Learner does task7. Make changes immediately8. Mind picture of task9. Be available
Four Levels of ListeningFour Levels of ListeningIgnorePretendSelectiveAttentive / Empathetic
IgnorePretendSelectiveAttentive / Empathetic
REALLY ListeningREALLY Listening
Regular event in scheduleExpect accountabilityAdapt want-to attitudeLet others talk – ask questionsLearn somethingYou must act on what you
hear
Regular event in scheduleExpect accountabilityAdapt want-to attitudeLet others talk – ask questionsLearn somethingYou must act on what you
hear
Listening LADDERListening LADDER
Look at the personAsk questions Don’t interruptDon’t change the subjectExpress emotion with controlRespond appropriately
Look at the personAsk questions Don’t interruptDon’t change the subjectExpress emotion with controlRespond appropriately
Dramatize ideas Guide the presentation direction Make the message easy to
understand
Dramatize ideas Guide the presentation direction Make the message easy to
understand
Benefits of VisualsBenefits of Visuals
LearningLearning
83% more83% morethrough Eyesthrough Eyes
RetentionRetention
What they readWhat they read
10%10%
Retention (2)Retention (2)
What theyhear
What theyhear
20%20%
Retention (3)Retention (3)
What theysee
What theysee30%30%
Retention (4)Retention (4)
What theysee and hear
What theysee and hear
50%50%
Retention (5)Retention (5)
What they sayWhat they say
70%70%
Retention (6)Retention (6)
What theysay and doWhat theysay and do
90%90%
Number of visuals required Degree of permanency Size of audience Message content Time to prepare Cost
Number of visuals required Degree of permanency Size of audience Message content Time to prepare Cost
Visual Choice FactorsVisual Choice Factors
6 x 6 Rule6 x 6 Rule
Six words per line Six lines per screen
Six words per line Six lines per screen
6 x 6 Rule Violated6 x 6 Rule Violated Here’s the first bullet item for this screen The next bullet item - it has more to say This bullet item was hard to fit in this space This bullet was very important to include Now it’s time to see this very important bullet Pretty soon the screen is filled with text And the audience has to work too hard Interest in speaker’s presentation may be lost
Here’s the first bullet item for this screen The next bullet item - it has more to say This bullet item was hard to fit in this space This bullet was very important to include Now it’s time to see this very important bullet Pretty soon the screen is filled with text And the audience has to work too hard Interest in speaker’s presentation may be lost
Bullet Font Size - 36Bullet Font Size - 36
Legible and clear Easier to read Better for presenting
Legible and clear Easier to read Better for presenting
Bullet Font Size - 24Bullet Font Size - 24
Too small Especially for larger audience Not the best for presenting
Too small Especially for larger audience Not the best for presenting
0
100
200
300
400
500
600
Jan
Make Data VisualMake Data Visual
300250
425
500
Let’s Go!Let’s Go!
Feb Mar Apr
Units
Units
forecastforecast
Reporting Data as TextReporting Data as Text
January Sales at 300 units February Sales down to 250
units March Sales best yet = 425
units! Let’s go for April = 500 units
January Sales at 300 units February Sales down to 250
units March Sales best yet = 425
units! Let’s go for April = 500 units
Rules for Using ExhibitsRules for Using ExhibitsKeep out of sight until ready
to useLarge enough for audience to
seeDon’t pass it around
Keep out of sight until ready to use
Large enough for audience to see
Don’t pass it around
Rules for Using ExhibitsRules for Using ExhibitsHold it upDon’t talk to the exhibitWhen finished with it, put aside
Hold it upDon’t talk to the exhibitWhen finished with it, put aside
#5 “Course Objectives”#5 “Course Objectives”
1. Know how to assess the audience
2. Learn how to use correct language
& write for impact
3. Know non-verbal factors
4. Communicate for various results
5. Practice listening
1. Know how to assess the audience
2. Learn how to use correct language
& write for impact
3. Know non-verbal factors
4. Communicate for various results
5. Practice listening