Module 3

Basic of Internal Communication

Effective communications is the “life’s blood” of an organization. Organizations that are highly successful have strong communications. One of the first signs that an organization is struggling is that communications have broken down.

1. Have all employees provide weekly written status to their supervisors

2. Hold monthly meeting meetings with all employees together

3. Hold weekly or biweekly meetings with all employees together if the organization is small (e.g., under 10 people); otherwise, with all managers together.

4. Have supervisors meet their direct reports in one-on-one meetings every month

The following guidelines are very basic in nature, but comprise the basics for ensuring strong ongoing, internal communications.

All speaking, expect those moments when you talk only to yourself, is public speaking. Every time you talk to somebody your husband or wife, parents or children, you colleagues, friends, strangers and even enemies, is public speaking. The truth is, the principles of public speaking, be it for one-on-one or one-to-one million are the same.

Three Basic Elements of Communication

Ethos refers to the character of the person. The most important element in communication is You. Your credibility and your believability dictate whether people will listen or not to what your say. You may not speak so much, but people listen to your every word because they trust you, they respect.

Examine your character. Know the real you..You are a king. You are unique.

The second is pathos. Pathos refers to your compassion with the audience. Touch the emotion of your audience. You may be able to preach the whole encyclopedia on leadership, but if you won’t be able to touch their emotions, communication will not happen.

What’s in it for me? Provide the answer to that question. When you speak to another person or group of persons, always remember that these people have needs. Like most of us, they are hurting too. Man needs nurturing. Man needs guidance. Man needs freedom. Man needs security. And most of people, if you want them to listen to you, man must fee that you really care.

The third is Logos. Logos refers to the content, the factual content of your speech. Among the three elements, this is the least important. Most people, especially those with low-esteem and those who don’t care so much about their audience, focused on this element. Your logos supports your message. You should not neglect them. You can provide statics, stories, anecdotes, and other concrete examples to establish the reasons of your message. Though least important, we should never, never, sacrifice our logos. Logos provides structure and direction.

Determine your compelling message. When asked to comment on something or tasked to give a talk or requested to teach people, you must be able to answer this first question. You must have a message. And the message must be compelling. Your answer questions will lead you to the purpose of your speech.

Second, find ways and means to illustrate your message. You can use stories (he more personalize the better), statistics, wisdom of the other people, and whatever means that will connect your message to the heart, mind, and soul of your listeners.

Think of the best introduction. Your introduction has three purposes: it establishes rapport with your subordinates, it provides your subordinates the direction of your speech, and it provides them the first glance to your compelling message.

Interpersonal Communication

Interpersonal Communication is communication with others - sharing information, solving problems, resolving conflicts, fulfilling social needs…basic it is sending and sharing a message with another person.

Two-way Communications

Message

Feedback

Contentwhat you want to

communicateProcess

how you communicateFeed back

response to the communication

First consider the purpose of the message

Other Things to Consider:General to specific (give supporting details)Present one idea at a timeKeep in mind the audience or receiver’s

background (their age, status, educational level, feelings, what your message will mean to him)

What is the environment or situation in which your message will be presented or received.

Content

Choose an appropriate process for you message:Process

Verbal Communicatio

n

Most frequently used Formal or informal Varied with word choice, tone,

rate, pitch, breathing, volume, etc.

Written Communicatio

n

Requires careful planning Word choice important Formal or informal Organized and precise

Body and paralanguage

Always used – often ignores Reveals feelings and interest

Adapt the process to be more effective. Use feedback from your audience to verify that your message is being received. Listen to their comments and questions. Watch their body language. Remember, it is your responsibility to see that your subordinates understand you.

Feedback

Communications plays important part in determines success for today’s organizational teams

Good communication is among the top five characteristics needed by teams and leaders to succeed in a complex working environment.

◦ Recent researches has identified good communication along with strong organizational support, high levels of leadership competence, team coaching and clear objectives are crucial to the success of teams working in cross geographical or organizational spread.

On-the-spot praises◦ Tell specific action observed◦ Tell why action is good.◦ Encourage employees to

continue

Guidelines for Praises◦ Praise in public◦ Praise immediately.◦ Don’t wait for perfect

results.◦ Set time aside for praising.

The Spirits of on-the-spot praises and corrections

On-the-spot corrections◦ Tell employees actions

observed.◦ Tell why action is wrong.◦ Show how to perform.◦ Encourage employees to

continue.

Guideline for Corrections◦ Correct in private.◦ Attack the performance.◦ Give one correction at a time.◦ When the correction is over it’s

over.

The End…