managing effective communication

8/13/2019 Managing Effective Communication

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Managing

Effective

CommunicationEvelynJepkemeiSenior Education specialistPrimary Math and Reading Initiative

RTI International


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Introduction Communication:process by which people seek to share

meaning via the transmission of symbolic messages

(Stoner, 2002).

communication involves trying to understand how

people relate to each other; communication involves shared meaning which

suggests that in order for people to communicate, they

must agree on the definitions of the terms they are using.

involves symbols such as gestures, sounds, letters,numbers, and words can only represent or approximate

the ideas that they are meant to communicate.


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Importance of Effective

Communication Effective communication is important as it provides a

common thread for the management processes of planning,organizing, leading and controlling.

Managers develop plans through communication with othersin their organizations, they organize to carry out those plans

distribute authority and design jobs. Activate motivational policies, leadership and groups and

teams are activated through regular exchange of information

controlling the work of the organization.

Effective communication skills can enable managers to draw

on the vast array of talents available in the multicultural worldof organizations.

Critical in performance of individual learners and for policyimplementation


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The CommunicationProcess

The communication process is made up of four key

components. Those components include:o encoding,

o medium of transmission,

o decoding, and

o Feedback

There are also two other factors in the process, and

those two factors are present in the form of the sender

and the receiver.

The communication process is the perfect guide towardachieving effective communication. When followed

properly, the process can usually assure that the sender's

message will be understood by the receiver.


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The Model


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Forms of Communication

Formal communication

Non formal communication


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Formal Communication officially acknowledged and approved such as

circulars, meetings and posters

certain rules, conventions and principles arefollowed while communicating the message

occurs in formal and official style. For example in awritten letter the formal communication style willdemand that the layout follow a specific formatthat includes the date, header, salutation, body

and signature.


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Informal Communication casual talk and is normally known as rumours.

Though rumours are not official, communication stilltakes place.

established for societal affiliations of members in an

organization and face to face discussions. happens among friends and family.

It includes texting, post- it- notes, use of slang words,use of foul language and use of gestures.

In organizations, it helps in finding out staffgrievances as people express more when takinginformally.

It also helps in building relationships.


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Other Forms ofCommunication

Verbal

Non Verbal

Intrapersonal

Interpersonal or dyadic Public

Physical

Grapevine


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Grapevine informal network of communication

does not follow the formal vertical or horizontalcommunication patterns.

develops its own structures based on informationrelationships among organizational members.

Lewis (1980), information transmitted through thegrapevine undergoes three types of changes;o Leveling: t the dropping of details and simplification of the text.o SharpeningInvolves embellishing a story with more vivid details and

heightened drama.o AssimilationThe tendency for people to modify rumours in a way that fits their

needs Kreps (1990) argued that informal communication channels such as the

grapevine are less likely than formal channels to distort information.

The grapevine can be a very useful and powerfulchannel of communication and can be effectively usedby administrators to disseminate information.


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Barriers to EffectiveCommunication

Information overload: Deluge of paperwork, reportsaccounts etc

Computer technology contributes to a barrage ofinformation through email and instant accessibilitydata through the internet

seven possible reactions to information overload:-

o Omission-the failure to process some information.

o Error The incorrect way of processing of information.

o QueuingDelaying responses during peak times.


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Cultural barriers:o Cultures provide people with ways of thinking, seeing, hearing and

interpreting the world

o Therefore, the same words can mean different things to people from

different cultures even when they talk the same language

o Different cultures have different ways of expressing emotions

o In situations where translation has to be used, to communicate, the

potential for misunderstanding increases.


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Barriers toCommunication

Language:o contradictory or ambiguous

o language used should meet the expectations, the objectives of the

audience and the purpose of communication

Noise:o Interferes with Reception of message

o Distracts the reciever


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Lack of listening skillso When the sender or the receiver lacks listening skills, the message could

go unattended Barriers to listening include:-

o Focusing on a personal agenda

o Criticizing the speaker

o Experiencing information overload

o Hearing external noise

The problem of lack of listening skills can be solvedby:


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o Focusing on the speaker (other persons, their thoughts and feelings.

o Paying attention to non verbal messages without letting oneself to be

distracted.

o Listening for the essence of the speakers thoughts, ideas and their

meanings that is seeking overall understanding of what the speaker is

saying.

o Being empathetic, and imagining how one would feel in the

circumstances of the speaker.

o Asking questions to clarify ones understanding as well as demonstrating

interest in what is being said.


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Barriers to effectiveCommunication

Lack of confidenceo Shyness, inability to be assertive

Misinterpretation of meaningo Multiple meaning of words

o different things to different people depending on their experience,

background, pattern of thought and their verbal communication skills

Hearing impairment

Fatigue

System design faults

Attitudinal Barriers


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Communication networks

Information is channeled through individuals ornetworks

Rogers (1976) in Chance and Chance (2002)described four key roles that individuals play withincommunication networks.

Gate keeperA person whose position incommunication structure is such that she/ hecontrols messages flowing through a

communication channel. purpose of a gate keeperis to decrease overload and to filter outflowimportant messages.


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Liason An individual who connects two or more cliqueswithin a system but does not belong to any clique. Aliason acts as a bridge.

Opinion leaderso informal rather than formal leaders who regularly influence others attitudes or

behavior.o have great access to internal and external sources of information

o connect the organization to the external environment

o conform to the norms of the organization.

o A teacher who is an opinion leader in a school may be one who is activeoutside professional development activities but who is renewed as committedto the values and beliefs of the school. Other teachers rely on this persons

opinion and information.


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Cosmopolite o has a great deal of communication with the systems external environment. In

schools cosmopolite include administrators, teachers and support staff.

o Their communications with the outside environment differ in that they areconnected to different aspects of the environment.

o Administrators communicate with leaders in the community, professional

organizations, and other schools. They may are in a position to bring new ideasfrom these sources to their schools. Teachers and support staff are in a positionto

o have a greater contact with a variety of parents and students. These sourcesof information are vital links to understand the opinions and concerns of thestakeholders are well as disseminate information to the community.


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Communication inEducational Settings

schools depend upon effective communication asmuch as any other skill in order to build a solid schoolsfoundation.

Communication in schools is important for theadministrator, the teachers, the students as well as other

staff of the school. Much of the administrator and the teachers job involves

interaction with many people such as students, parents,people from other organisations as well as members ofthe staff.

people in such position need to have stronginterpersonal skills and be effective communicators andmotivators in order to create a positive schoolsenvironment.


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Thank You!

managing effective communication

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