Download - Effective Communication
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Effective CommunicationEffective CommunicationSession 1Session 1
Underground Vaults & Storage, Inc. Underground Vaults & Storage, Inc.
April 2009 April 2009
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DefinitionsDefinitions
What is communication?What is communication? Getting the message across to othersGetting the message across to others Only successful if sender and receiver Only successful if sender and receiver
perceive it in the same wayperceive it in the same way
What is effective communication?What is effective communication? Clear, concise, accurate, and well – plannedClear, concise, accurate, and well – planned Knowing your message, knowing your Knowing your message, knowing your
audience, knowing how message will be audience, knowing how message will be perceivedperceived
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Stages of communication processStages of communication process
SourceMsg
Encoding Channel Decoding Receiver
Feedback
Context
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SourceSource
Understand objective – whyUnderstand objective – why
Understand audience – who and whatUnderstand audience – who and what
Plan the message – useful and accuratePlan the message – useful and accurate
Seek feedback on how well message was Seek feedback on how well message was receivedreceived
KISS principle (keep it simple and KISS principle (keep it simple and straightforward)straightforward)
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EncodingEncoding
Understand what you need to Understand what you need to communicatecommunicate
Anticipate reactions - know your audienceAnticipate reactions - know your audience
Words and body language should reflect Words and body language should reflect messagemessage
Be aware of cultural contextsBe aware of cultural contexts
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Encoding - WrittenEncoding - Written
Review your styleReview your style
Avoid jargon or slangAvoid jargon or slang
Check length; make sure there is enough Check length; make sure there is enough information so the message is easily information so the message is easily understoodunderstood
Check tone; politeness and courtesy can Check tone; politeness and courtesy can change how the message is receivedchange how the message is received
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ChannelChannel
Sensitivity and emotional contentSensitivity and emotional content
Is detail easily communicated Is detail easily communicated
Personal preferencesPersonal preferences
Time constraints – both source and Time constraints – both source and receiverreceiver
Need to exchange informationNeed to exchange information
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DecodingDecodingLook at the personLook at the personPay attention to body languagePay attention to body languageAvoid distractionsAvoid distractionsAcknowledge pointsAcknowledge pointsThink about what they have saidThink about what they have saidAllow them to speak without Allow them to speak without simultaneously thinking what you want to simultaneously thinking what you want to saysayDon’t interruptDon’t interrupt
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FeedbackFeedback
Verbal and non-verbalVerbal and non-verbal Confidence levelConfidence level DefensivenessDefensiveness AgreementAgreement Comprehension (or lack thereof)Comprehension (or lack thereof) Level of interestLevel of interest Level of engagementLevel of engagement TruthfulnessTruthfulness
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ContextContext
Environment of message deliveryEnvironment of message delivery
Tailor your message to your audienceTailor your message to your audience
Be sensitive to personalitiesBe sensitive to personalities
Make sure information levels are Make sure information levels are appropriate and within “need to know”appropriate and within “need to know”
Be mindful of time constraintsBe mindful of time constraints
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ActivityActivity
Give each person a statement to Give each person a statement to communicatecommunicate
Pair up in groups of twoPair up in groups of two
Take turns relaying statements and going Take turns relaying statements and going through the communication processthrough the communication process
Deliver feedback to each other Deliver feedback to each other surrounding processsurrounding process