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How leaders use communication effectively

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Salwa Abozeed
Salwa Abozeed

Effective communication is key for leaders. Communication strengthens connections between employees and builds cooperation. When managers communicate effectively, they are able to make better decisions and coordinate activities. The document discusses various types of communication including intrapersonal, group, and public communication. It also outlines best practices for communication such as using email, face-to-face meetings, and newsletters to engage employees. However, there can be obstacles to effective communication like stress, preconceived notions, and past experiences that negatively influence the message. To be a good communicator, leaders should be clear, concise, solicit feedback, respect people's time, and practice active listening.

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How leaders use communication effectively Presented By : Salwa Abozeed
What are they doing?
What is Communication? • 1-Communication is the exchange of messages between people for the purpose of reaching common understandings and achieving common goals. • 2-It strengthens the connections between employees and builds cooperation.
What is Communication? Con. • 3-It is the process that links group members and enables them to coordinate their activities. • 4-Therefore, when managers master effective communication, they will be a clever ones.
Importance of communication in Management 1-Communication helps the management in arriving at vital decisions . 2- Constant communication with personnel helps the management to remain informed about their problems, difficulties and grievances .
Importance of communication in Management Con. 3-Communication is quite essential for coordination, which is the essence of effective management . 4-It brings about mutual understanding between the personnel at all levels and fosters the spirit of cooperation . 5- An effective system of communication can play a vital role in avoiding illusion.
Types of Communication 1-Intrapersonal :It is the level in which communication channels are the medium chosen to convey the message from sender to receiver 2-. Group communication: It refers to the nature of communication that occurs in groups that are between 3 and 12 individuals. 3- Public communication : It’s at the heart of our economy, society, and politics. Studios use it to promote their films. Politicians use it to get elected. Businesses use it to burnish their image . Types of Communication
How to communicate with your teachers? • Electronically Email and websites are the top choices used by leaders to engage teachers. Electronic media excel in delivering safe information quickly and cheaply. Leaders run into trouble when using these media to deliver news that ought to be delivered face-to-face, such as bad news or a more complicated messages .The use of social media sites such as Facebook and Twitter is also on the rise. However, leaders should remember that social media works best for two-way communication. News that is not open to discussion should not be delivered via Facebook
How to communicate with your teachers? Con. • Face-to-Face Face-to-face communication can be time-consuming and expensive, especially if it involves cancelling work, but it can also be extremely effective in delivering complex messages, gathering critical feedback for decision making or persuading employees to accept or act upon unpopular news. While electronic media are popular, face-to-face methods give employers the advantage of using nonverbal cues such as a smile or nonthreatening posture. Face-to-face communication also gives employers a chance to listen, which can be a determining factor in the reception or approval of information.
How to communicate with your teachers? Con • Newsletters While school news letters have got a bad reputation over the years as school propaganda, if set and distributed correctly, they can be a powerful tool for teachers communication and engagement. The key to effective newsletters is giving the information to parents and refusing to make the newsletter a publicity piece for school. School news must be balanced with stories about the running the educational process and some tips for parents.
How to communicate with your teachers? Con Research-Oriented Tools For effective leader communication, teachers need a reliable feedback and leaders need a tool to evaluate measure and respond to that information. Surveys, focus groups and interviews are all ways for employers to collect feedback from employees. Leaders should ensure that the techniques used are reliable, meaning that the tool would deliver the same results if given again, and valid, meaning the tool measured the intended factors. Once the feedback has been evaluated, leaders should respond to teachers concerns promptly and with empathy.
Obstacles to Effective Communication Communication is a two-way street. With effective communication, each party clearly understands what the other is saying. But sometimes there are obstacles that can cover the message. In some cases, it's in the delivery; other times, it's the receiver who can be at fault. But by understanding the obstacles to effective communication, listeners and receivers can better navigate around them and communicate a clearer message.
Obstacles to Effective Communication 1-Incorrect Medium With today's technology, there are a number of communication options. Choosing the right one can be challenging. Using e-mail to send out long, detailed instructions for completing a task that must be done immediately may not work as intended. Verbal delivery of that information to a person as he rushes by your office could get lost between one cubicle and the next. E-mail reminders or written notes would be better for dates, while pre-printed notes accompanying a personal delivery might be best for getting an emergency task done.
Obstacles to Effective Communication • 2-High-Stress Surroundings A tense situation can change the overall tone of a message, both by the listener and the receiver. It isn't uncommon to find soft orders in a wartime situation. Loud, direct orders can never be the best way to accomplish task at once and efficiently. But for some, it can drive them to work harder. For others, the message may cause them to lose focus.
Obstacles to Effective Communication 3-Preconceived Notions If a listener believes that the sender is out to get him or doesn't personally like him, it will not matter what the sender says--the message will almost always seem tainted. For example, if the listener is under a general review or inspection, the listener can take these criticisms personally rather than professionally. It would be wise to explain beforehand that any criticisms are based on standards, while the listener should take a moment to air out any questions about personal grievances.
Obstacles to Effective Communication 4-Past Experience In the same vein as the preconceived notion, someone's past experience communicating with a person could hamper future communications. If the last encounter resulted in a blowup or storming out, the sender may not want to speak with that person, and the receiver may not want to hear what he has to say. Some people choose to communicate through another person, which can really throw off the message. It is best to clear up the original issue before a really important message is received badly.
Obstacles to Effective Communication 5-Rank and Authority By holding rank or authority over someone, the sender's words can be taken a as law and actually cause more of a reaction than intended. This can also count with nonverbal communication. A boss folding his arms while listening to an employee explain a procedure could indicate anger, even if the boss is just cold and is trying to warm up.
How to be a good communicator? • Communication is an art; some people are better at it than others. If you're going to reach your full potential as a leader, though, it's a skill at which you must excel. • To begin with, you need to have a good understanding of what makes for effective communication. Then you must be able to honestly assess your current performance. How do you come across to others? Is your perception of your communication style different from how your audience perceives it? • Once you've identified where you have room to improve, you can further develop your proficiency.
How to be a good communicator? Let's look at some of the keys to effective workplace communication: 1-Be clear Say what you mean; don't tap dance. Make it easy for everyone to understand the message. 2-Be concise Don't ramble; don't waste people's time. 3-Be complete Provide enough information so employees can understand the situation and perform the task. But don't provide so much information that it hinders comprehension.
How to be a good communicator? 4-Solicit feedback to establish clarity • Don't assume everything you've said has been understood. Ask for questions. Ask whether further information is required. (Of course, this assumes you've created an environment in which people are comfortable asking questions. If you haven't, you need to.) 5-Respect Other People's Time • Don't schedule meetings that are unnecessary. When you do plan a meeting, provide an agenda and stick to it. You'll stay on time and on message, and your team will remember what they were there to discuss.
How to be a good communicator? 6- Take the appropriate vehicle • Face to face - email - voice mail...there's a time and place for each. Don't rely exclusively on one or the other. Understand the advantages and disadvantages of each. For example, depending on the message, one might be totally ineffective, or worse, inappropriate. 7-Be polite • Just because you're the person in charge doesn't mean you have a free pass to act like the proverbial bull in a china shop.
How to be a good communicator? 9-Practice the art of active listening • Be engaged. Don't interrupt. Don't fiddle with your BlackBerry while the other person is trying to talk; give him your undivided attention. Don't jump to conclusions. Don't anticipate what you think the other person is going to say. Wait until the speaker is finished before you start to talk. Allow enough time for the conversation.
References • www.inc.com/.../guidebook-how-tocommunicate-with-employee.. • www.drewsmarketingminute.com/. • humanresources.about.com • www.smallbusinessadvocate.com/... • /five-ways-to-communicate. • www.mediate.com/articles/aphis.cfm
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More Related Content

How leaders use communication effectively

  • 1. How leaders use communication effectively Presented By : Salwa Abozeed
  • 2. What are they doing?
  • 3. What is Communication? • 1-Communication is the exchange of messages between people for the purpose of reaching common understandings and achieving common goals. • 2-It strengthens the connections between employees and builds cooperation.
  • 4. What is Communication? Con. • 3-It is the process that links group members and enables them to coordinate their activities. • 4-Therefore, when managers master effective communication, they will be a clever ones.
  • 5. Importance of communication in Management 1-Communication helps the management in arriving at vital decisions . 2- Constant communication with personnel helps the management to remain informed about their problems, difficulties and grievances .
  • 6. Importance of communication in Management Con. 3-Communication is quite essential for coordination, which is the essence of effective management . 4-It brings about mutual understanding between the personnel at all levels and fosters the spirit of cooperation . 5- An effective system of communication can play a vital role in avoiding illusion.
  • 7. Types of Communication 1-Intrapersonal :It is the level in which communication channels are the medium chosen to convey the message from sender to receiver 2-. Group communication: It refers to the nature of communication that occurs in groups that are between 3 and 12 individuals. 3- Public communication : It’s at the heart of our economy, society, and politics. Studios use it to promote their films. Politicians use it to get elected. Businesses use it to burnish their image . Types of Communication
  • 8. How to communicate with your teachers? • Electronically Email and websites are the top choices used by leaders to engage teachers. Electronic media excel in delivering safe information quickly and cheaply. Leaders run into trouble when using these media to deliver news that ought to be delivered face-to-face, such as bad news or a more complicated messages .The use of social media sites such as Facebook and Twitter is also on the rise. However, leaders should remember that social media works best for two-way communication. News that is not open to discussion should not be delivered via Facebook
  • 9. How to communicate with your teachers? Con. • Face-to-Face Face-to-face communication can be time-consuming and expensive, especially if it involves cancelling work, but it can also be extremely effective in delivering complex messages, gathering critical feedback for decision making or persuading employees to accept or act upon unpopular news. While electronic media are popular, face-to-face methods give employers the advantage of using nonverbal cues such as a smile or nonthreatening posture. Face-to-face communication also gives employers a chance to listen, which can be a determining factor in the reception or approval of information.
  • 10. How to communicate with your teachers? Con • Newsletters While school news letters have got a bad reputation over the years as school propaganda, if set and distributed correctly, they can be a powerful tool for teachers communication and engagement. The key to effective newsletters is giving the information to parents and refusing to make the newsletter a publicity piece for school. School news must be balanced with stories about the running the educational process and some tips for parents.
  • 11. How to communicate with your teachers? Con Research-Oriented Tools For effective leader communication, teachers need a reliable feedback and leaders need a tool to evaluate measure and respond to that information. Surveys, focus groups and interviews are all ways for employers to collect feedback from employees. Leaders should ensure that the techniques used are reliable, meaning that the tool would deliver the same results if given again, and valid, meaning the tool measured the intended factors. Once the feedback has been evaluated, leaders should respond to teachers concerns promptly and with empathy.
  • 12. Obstacles to Effective Communication Communication is a two-way street. With effective communication, each party clearly understands what the other is saying. But sometimes there are obstacles that can cover the message. In some cases, it's in the delivery; other times, it's the receiver who can be at fault. But by understanding the obstacles to effective communication, listeners and receivers can better navigate around them and communicate a clearer message.
  • 13. Obstacles to Effective Communication 1-Incorrect Medium With today's technology, there are a number of communication options. Choosing the right one can be challenging. Using e-mail to send out long, detailed instructions for completing a task that must be done immediately may not work as intended. Verbal delivery of that information to a person as he rushes by your office could get lost between one cubicle and the next. E-mail reminders or written notes would be better for dates, while pre-printed notes accompanying a personal delivery might be best for getting an emergency task done.
  • 14. Obstacles to Effective Communication • 2-High-Stress Surroundings A tense situation can change the overall tone of a message, both by the listener and the receiver. It isn't uncommon to find soft orders in a wartime situation. Loud, direct orders can never be the best way to accomplish task at once and efficiently. But for some, it can drive them to work harder. For others, the message may cause them to lose focus.
  • 15. Obstacles to Effective Communication 3-Preconceived Notions If a listener believes that the sender is out to get him or doesn't personally like him, it will not matter what the sender says--the message will almost always seem tainted. For example, if the listener is under a general review or inspection, the listener can take these criticisms personally rather than professionally. It would be wise to explain beforehand that any criticisms are based on standards, while the listener should take a moment to air out any questions about personal grievances.
  • 16. Obstacles to Effective Communication 4-Past Experience In the same vein as the preconceived notion, someone's past experience communicating with a person could hamper future communications. If the last encounter resulted in a blowup or storming out, the sender may not want to speak with that person, and the receiver may not want to hear what he has to say. Some people choose to communicate through another person, which can really throw off the message. It is best to clear up the original issue before a really important message is received badly.
  • 17. Obstacles to Effective Communication 5-Rank and Authority By holding rank or authority over someone, the sender's words can be taken a as law and actually cause more of a reaction than intended. This can also count with nonverbal communication. A boss folding his arms while listening to an employee explain a procedure could indicate anger, even if the boss is just cold and is trying to warm up.
  • 18. How to be a good communicator? • Communication is an art; some people are better at it than others. If you're going to reach your full potential as a leader, though, it's a skill at which you must excel. • To begin with, you need to have a good understanding of what makes for effective communication. Then you must be able to honestly assess your current performance. How do you come across to others? Is your perception of your communication style different from how your audience perceives it? • Once you've identified where you have room to improve, you can further develop your proficiency.
  • 19. How to be a good communicator? Let's look at some of the keys to effective workplace communication: 1-Be clear Say what you mean; don't tap dance. Make it easy for everyone to understand the message. 2-Be concise Don't ramble; don't waste people's time. 3-Be complete Provide enough information so employees can understand the situation and perform the task. But don't provide so much information that it hinders comprehension.
  • 20. How to be a good communicator? 4-Solicit feedback to establish clarity • Don't assume everything you've said has been understood. Ask for questions. Ask whether further information is required. (Of course, this assumes you've created an environment in which people are comfortable asking questions. If you haven't, you need to.) 5-Respect Other People's Time • Don't schedule meetings that are unnecessary. When you do plan a meeting, provide an agenda and stick to it. You'll stay on time and on message, and your team will remember what they were there to discuss.
  • 21. How to be a good communicator? 6- Take the appropriate vehicle • Face to face - email - voice mail...there's a time and place for each. Don't rely exclusively on one or the other. Understand the advantages and disadvantages of each. For example, depending on the message, one might be totally ineffective, or worse, inappropriate. 7-Be polite • Just because you're the person in charge doesn't mean you have a free pass to act like the proverbial bull in a china shop.
  • 22. How to be a good communicator? 9-Practice the art of active listening • Be engaged. Don't interrupt. Don't fiddle with your BlackBerry while the other person is trying to talk; give him your undivided attention. Don't jump to conclusions. Don't anticipate what you think the other person is going to say. Wait until the speaker is finished before you start to talk. Allow enough time for the conversation.
  • 23. References • www.inc.com/.../guidebook-how-tocommunicate-with-employee.. • www.drewsmarketingminute.com/. • humanresources.about.com • www.smallbusinessadvocate.com/... • /five-ways-to-communicate. • www.mediate.com/articles/aphis.cfm
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