How to communicate effectively to my organisation ?· HOW TO COMMUNICATE EFFECTIVELY How can I present…

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<ul><li><p>X X X X</p><p>HOW TOCOMMUNICATEEFFECTIVELYHow can I present my views,effectively, to my organisation?</p><p>This resource forms part of the Running Sport series</p><p>If you would like to attend a workshop,organise a workshop for a group, orsimply purchase or download anotherresource from the Running Sportseries, visit the following website forfurther information:</p><p></p><p>Sport England is an organisation committed to creatingopportunities for people to start in sport, stay in sportand succeed in sport.</p><p>Sport England is the strategic lead for delivering theGovernment's sporting objectives in this country, and wedistribute both Lottery and Exchequer funds to sport.</p><p>Our vision is to make England an active and successful sporting nation.</p><p>SPE0070AW-CommunicationRH 15/8/05 1:28 pm Page 1</p></li><li><p>ContentsGetting your message across 02Communication 03Presenting your case 04Tips for a successful talk 06Writing reports 07Internal or extenal memorandum 09Success in meetings 10Difficult people 12Overcoming difficulties 14Using plain English 15Useful contacts 16</p><p>Glossary of termsCommunication: Communication is a two wayprocess that sends and receives information.Communication comes in both written, verbal and non-verbal formats.</p><p>Interpret: The process through which an individualunderstands correctly the information that they have received.</p><p>Memorandum: Informal written message betweenclub/organisation members e.g. following aCommittee meeting. This should not be confused withminutes, which are a formal record of a meeting.</p><p>Constitutional requirement: All sports clubs andorganisations should have a constitution. This is aset of rules, which govern the operation of such anorganisation. A constitutional requirement istherefore an action from within the constitution,which must be carried out.</p><p>Influence: The process through which an individualor club/organisation can alter the view of another.</p><p>1</p><p>WelcomeWelcome to this Running Sport resource. This forms part of Sport Englandseducation &amp; training programme that provides recognition, information and learningresources aimed at supporting volunteers in relation to the administration andmanagement of their sporting organisation, club, group, team, or governing body.</p><p>I hope that you find the information of use in your sporting role and that you willcontinue to contribute to helping people participate in sport in England. Throughyou, a valued resource, one of 5.8 million we know that we are on our way toachieving our goal of making England an active and successful sporting nation! </p><p>Thank you for all your support and good luck for your volunteering future long may you continue!</p><p>Roger DraperChief ExecutiveSport England</p><p>SPE0070AW-CommunicationRH 15/8/05 1:28 pm Page 3</p></li><li><p>2 3</p><p>If you are involved in the organisation of sport inany way, you will need to communicate withmany people, including:</p><p> Other members of your club or association</p><p> Members of other clubs or teams</p><p> Referees, umpires, judges and other technicalofficials</p><p> Administrators of the sport, the league or theassociation</p><p> Prospective new members</p><p> The media and sponsors</p><p> The general public</p><p> Parents and local schools</p><p> Local authority</p><p> External partners</p><p>Communication is a two way process. It is aboutsending messages and receiving them. If youwant to get your message across, you mustmake sure that not only do you send the rightmessage, but also that the message is correctlyreceived and understood. </p><p>Communication can either be spoken orwritten. Common types of spokencommunication include:</p><p> Telephone conversations or answer phonemessages</p><p> Face to face conversations between twopeople</p><p> Small, informal group discussions (e.g. aftertraining)</p><p> Formal committee meetings (e.g. club management board)</p><p> Large open meetings (e.g. annual general meeting)</p><p> Speeches, lectures or presentations (e.g. to a potential sponsor)</p><p> Video, DVD or filmed presentations</p><p>Written communication can take variousforms including:</p><p> Informal notes</p><p> Internal memos</p><p> Letters (typed or hand written)</p><p> Short reports</p><p> Formal reports</p><p> Newsletters</p><p> Posters or other messages on notice boards</p><p> Leaflets, fliers or hand outs</p><p> Emails </p><p> Press releases</p><p>Communication is at the heart of everything wedo; it is impossible not to communicate. We arecommunicating even when we are not actuallytalking. Non-verbal communication (such asbody posture, gestures and facial expressions)can be more powerful and more genuine thanactual words spoken. Think of the bodylanguage of athletes prior to an Olympic final, orthe look of resignation and dismay on the facesof a team after an own goal. </p><p>Often you see the emotion being experienced bythe look in their eyes, their hand movements andtheir general body posture. Words may not benecessary!</p><p>Communication is a two way process thatneeds good listening and presenting skills.</p><p>Did you know:</p><p> We hear half of what is said;</p><p> We listen to half of that;</p><p> We understand half of that;</p><p> We believe half of that and</p><p> We remember half of that</p><p>This means people may only remember lessthan four per cent of what is actually said. Toooften we are good talkers but poor listeners,and, consequently, both the message sent outand the message received may be incomplete,inaccurate, inconsistent or misunderstood. Oftenwe express ideas, instructions and feelings lessclearly than we think and rarely check that ourmeaning has been understood.</p><p>The importance of good communication skillscannot be under-estimated. If you give peoplegood, clear information they are better equippedto see your point of view, make the rightdecision and do the task ahead of them. This isjust as important in the committee room, or onthe notice board, as it is when teachingsomeone to swim, explaining tactics to a teamduring a time out or briefing the ground staff ofthe facilities needed for the coming weekend.</p><p>Understanding how people interpret yourmessage.</p><p>It is important to understand how the people youare interacting with may interpret your message.People obtain information through their senses.For example some people are highly visual,meaning actually looking at something helpsthem to remember. Other people are moreauditory, recalling voices and sounds to helpthem remember. Some people are kinaesthetic,meaning they can easily remember anexperience through sensations of touch orphysical movement e.g. having a go at doing atask or practising a skill over and over until theycan complete it without thinking. Therefore to be most effective, it is advisable to plan for alllearners including visual, auditory and kinaestheticaspects when presenting to a group.</p><p>Getting your message across Communication</p><p>SPE0070AW-CommunicationRH 15/8/05 1:28 pm Page 5</p></li><li><p>4 5</p><p>The organisation of sport relies very heavily onvoluntary help. Most decisions are taken bycommittees or at meetings. So if your goal is toobtain support for a decision, you will need toconvince the members that your proposalshould be approved.</p><p>The skills that are needed to get the support of aperson/group of people can also be used whenmaking a presentation to a sponsor, or giving aspeech to an audience. </p><p>You must be:</p><p> Able to connect with the audience</p><p> Clear and concise</p><p> Easily understood</p><p> Able to be seen and heard by everybody</p><p> Knowledgeable about the subject</p><p> Passionate about the subject</p><p> Relaxed and confident</p><p> Interesting to listen to so vary your pitch and tone</p><p> Sympathetic to those with other viewpoints</p><p> Able to present a strong, factual argument</p><p>Preparation</p><p>When making any form of speech orpresentation, use the most suitable andinteresting media aids available to you. It isimportant to use a variety of methods. You mightchoose a mixture of:</p><p> Typed report or PowerPoint presentationcirculated in advance. People have time toabsorb the facts and then are more informedto ask questions on the day</p><p> Typed report or PowerPoint presentation whichis given out at the beginning of the presentation </p><p> Typed report or PowerPoint presentation whichis given out at the end of the presentation </p><p> Flip charts which have been prepared inadvance</p><p> Flip charts for group work that can be placedon the walls around the room</p><p> PowerPoint presentation, includingphotographs </p><p> Visual aids on the walls i.e.photographs/posters of the subject matter</p><p> Video/CD Rom/DVD</p><p>Remember people will absorb information in verydifferent ways so it is important to have a varietyof learning methods to suit your audience.</p><p>As soon as you get the opportunity, look at theroom that is going to be used and check:</p><p>Seating arrangements </p><p>Depending on your meeting and what you wantto achieve, the layout of the room is important. Choose from the following options:</p><p> Theatre / Conference Style Useful forpresentations to larger groups of people and asimple question and answer format. Not goodfor group work or discussions</p><p> Circular around a large table Useful forsmall meetings up to 15 people as discussionscan take place and eye contact with all can bemaintained</p><p> Small tables Useful for working in smallgroups to achieve ideas and solutions. Acentral focus to the front of the room forpresentations is essential</p><p>Technical Issues</p><p>Again there are many areas to consider toensure your presentation or meeting runssmoothly, depending on your needs. Considerthe following:</p><p> Is the temperature of the room ok? Can youadjust the air conditioning or open windows?</p><p> Viewing areas, lighting and acoustics (check ifyou can be heard at the back of the room)</p><p> Technical facilities, do you have everything youneed? (i.e. PowerPoint projector, TV, video orDVD player, electric sockets, leads that arelong enough, screens, blinds or curtains thatcan be adjusted in order to see thepresentation clearly)</p><p>NB: Remember to leave yourself plenty of timeto set up any equipment you need. If you aregoing to give a talk to an audience or run aworkshop, you should prepare everything inadvance, and if possible find out as much asyou can about your audience.</p><p>Delivering your workshop/presentation</p><p>Have a clear structure so everyone knows inadvance how the session will be organised andwhat outcomes you are trying to achieve. It is agood idea to put this up on a flip chart inadvance. </p><p> If necessary house or ground rules are anessential beginning to a presentation and areused to settle any anxieties the group mayhave about their surroundings. For examplewhere fire exits and meeting points are,scheduled breaks, turning mobile phones off,clarification of ending times etc. All of thesepoints and more can make the difference ofhaving the undivided attention of your audienceor not!</p><p> Connect Start the presentation/talk with aconnection activity i.e. Tell them a real life storythat relates to the subject you are talkingabout. Using a photograph or a video of theevent to assist the audience to visualise thesubject</p><p> Activate Use a multi sensory approach, asthis will assist you to engage your group. Getthe group to reflect on their own experience ofwhat you are about to discuss, perhapsallowing them to feedback an example to thegroup</p><p> Divide The presentation/workshop intomanageable sections so you are notsidetracked or end up spending too much timeon one specific area</p><p> Demonstrate If appropriate; provide thegroup with the opportunity to discuss withother members in small groups. (There is notalways the need to get feedback on what theyhave discussed). This allows them to learn fromeach other</p><p> Consolidate Give people the time toindividually and collectively reflect about whatyou have said. Go back to the outcome ofwhat you were trying to achieve at the startand reconfirm that you have covered them,using your audience to clarify if appropriate</p><p>Presenting your case</p><p>SPE0070AW-CommunicationRH 15/8/05 1:28 pm Page 7</p></li><li><p>6 7</p><p>Tips for a successful talk Writing reportsIf you are invited to give a presentation, these tips will help you make it as successful as possible:</p><p>Do Plan/prepare</p><p> Know who your group are</p><p> Dress appropriately but be as comfortable andcool as possible, (you are likely to get warmeras you speak). It is also important to askyourself does my appearance match mymessage?</p><p> Get there early and check your technicalequipment before you start and preferablybefore the audience enters the room</p><p> Welcome your audience</p><p> Set ground or house rules and ask people toturn off their mobile phones </p><p> Start and finish on time</p><p> Position yourself and your visual aids so thateverybody can clearly see and hear everythingthat you are saying and displaying</p><p> Make sure there is something available for you to drink, especially if you are not used tospeaking in public (otherwise you are likely tofind that your voice begins to fade, or dries upcompletely)</p><p> Use the three different learning styles</p><p> Put your learning objectives up at the start soeveryone is clear about what you are trying toachieve by the end of the session</p><p> Memorise your opening sentence and rehearseit to yourself just before you begin speaking</p><p> Speak clearly in your normal voice, slightlyprojected (remember that people absorb soundand even if you could be clearly heard in anempty room, you may need to speak louderthan usual when the room is full)</p><p> Maintain eye contact with the members of youraudience</p><p> Be enthusiastic</p><p> Know your content</p><p> If you do need to read from notes, then usecue cards (ensuring you do not wave themaround causing a distraction), maintain eyecontact and use them with confidence</p><p> Or, place a flip chart where you can see itwithout turning around, or a chart on the wallthat acts as a cue card to ensure you dontmiss anything you need to cover</p><p> Divide your presentation/workshop intomanageable sections</p><p> Have short breaks every hour </p><p> Avoid mannerisms which distract the audiencesuch as twirling a pen or pacing up and down</p><p> Turn off electrical equipment when you are notusing it</p><p> Invite questions and feedback and clarify anydoubtful points as you go along or if pressedfor time at the end</p><p> Recap after the last question and answer</p><p>Dont Be late</p><p> Go off at tangents (either yourself, or allowingthe group to do so)</p><p> Isolate individuals</p><p> Use jargon</p><p> Let one person dominate the session</p><p>When you are asked to report on a problem or a topic it is not always necessary to write a long anddetailed report. A short report or memorandum can usually provide what is needed.</p><p>A short report is a good way of presenting information about an event, a disciplinary problem, anenquiry or any of the many other functions undertaken by a sports club/organisation. It offers somediscussion of the main points arising from the information. Often it will also offer suggestions as towhat decision or action should be taken.</p><p>Your report should be typed, preferably on A4 paper, with headed details of the subject of the report,along with who wrote it, who it is for and the date. Write simply using everyday language but notslang (see Writing plain English). Avoid unnecessary jargon or terms that may not be understood byall the readers.</p><p>Structure your report as follows:</p><p> Introduction: Explain what the report is aboutand how you went about making it....</p></li></ul>