© blr ® —business & legal resources 1408 effective communication for supervisors

© BLR®—Business & Legal Resources 1408

Effective Communication

For Supervisors


Session ObjectivesUnderstand the benefits of effective workplace communication

Recognize obstacles to effective communication

Improve your communication skills

Manage all your workplace communications more effectively


Session Outline•Benefits of effective communication

•Why communication breaks down

•Essential elements of effective communication

•Effective feedback techniques

•How to conduct more effective meetings and give better presentations



Benefits of Effective Communication•Improves flow of

information

•Enhances teamwork

•Ensures accountability

•Provides greater consistency


Benefits of Effective Communication (cont.)

Increases customer satisfaction

Leads to better quality

Improves productivity

Ensures a safer work environment



•Interactive

•Informative

•Positive

•Productive

What Is Effective What Is Effective Communication?Communication?


Obstacles to Effective Communication•Too many links

in the chain

•Too many messages

•Lack of clarity


Obstacles to Effective Communication (cont.)

•Undefined expectations

•Inadequate listening

•Failure to target audience


Benefits of Workplace Communication•Does everyone

understand the benefits of effective workplace communication?

•What good communication means?

•Why communication can sometimes break down?


Focus on Your MessageFocus on Your Message

• Think about it

• Organize your thoughts

• Consider your expectations

• Keep it simple



Focus on Your Message (cont.)

•Be precise

•Be concise

•Demonstrate when appropriate

•Repeat your message


Think About Your Delivery

• Communicate directly to people

• Keep a calm voice



Think About Delivery (cont.)

• Use written communications effectively

• Use memos or meetings for a group



•Have the person’s attention

•Person needs to be receptive

•Be prepared to answer questions

Consider Your Timing


Target Your Audience

• Whom are you addressing?

• What’s important to them?

• What are their concerns?

• What’s their stake?

• Are there any special issues?



Establish Credibility•Speak from experience

•Back up your statements with evidence

•Speak with people, not to them


Listen Actively•Focus on the speaker

•Keep an open mind

•Tolerate silence

•Ask open-ended questions

•Repeat the speaker’s thoughts

•Listen for facts


Understand the Power of Nonverbal Communication•Body language gives

important clues

•Be aware of your body language


•Beware of certain signals

•Interpret body language

Power of Nonverbal Communication (cont.)(cont.)


Essential Elements of Effective Communication•Do you understand

what we have discussed about essential elements for effective workplace communication?


The Art of Criticism•Do it in private

•Begin with a positive statement

•Criticize the work, not the worker

•Explain what needs to change, and how

•Be clear

•End on a positive note


•Positive

•Negative

Feedback: Positive vs. Negative


Feedback: Objective vs. Subjective

• Objective

• Subjective



Communicating Bad News

• Be straightforward

• Act promptly

• Take a personal approach

• Give a reason

• Put the news in perspective



Overcoming Resistance• Anticipate resistance

• Respect different views

• Incorporate opposing arguments

• Criticize ideas, not people

• Restate your position



More Productive Meetings• Distribute a memo

• Create an agenda

• Come prepared



More ProductiveMeetings (cont.)

•Encourage participation

•Summarize results

•Define future action


Stronger Presentations•Capture attention

•Maintain interest

•Anticipate questions


Better Presentations (cont.)

• Engage the audience

• Summarize main points

• Encourage action



Effective communication is the foundation of positive working relationships

Successful communication requires you to think about your message, delivery, timing, and audience

Good communication is interactive—you speak and you listen

Improving your communication skills will make you a better leader

© blr ® —business & legal resources 1408 effective communication for supervisors

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