Presented byFaisal Durrani

Isaac Singer (1904 - 1991) Polish-US novelist, short-story writerOur knowledge is a little island in a great ocean of non-knowledge.

If you consider everyone as an island:

-we dont have extra sensory perception-We dont share knowledge or experiences as one-We are separate physical, spiritual and emotional entitiesthen the question is:

How can we communicate better: to be more effective and increase our performance?

What is Communication?

Simply speaking, it is just 3 actions:

1. giving or receiving information;2. co-creating ideas and plans;3. discovering and resolving points of conflict

Managerial communication integrates communication skills and knowledge of the entire system with the function of the organization. (Level and Galle, 1988)Managerial communication is the process, normally initiated by managers, of creating, exchanging and interpreting messages, to achieve organizational objectives. (Yusof Hussain, 1992)

To show that managers use 85-90% of their time in activities related to communicationTo highlight the process of improving the organizational climate for both formal and informal communication among managersTo reveal that more managers are sent for extra communication training to improve their communication skillsTo emphasize that oral communication skills is used for managers promotion appraisal

a. Communication is the transfer and understanding of meaning. 1. If no information or ideas have been conveyed or transferred, communication hasnt taken place. 2. For communication to be successful, the meaning must be imparted and understood.

b. Good communication does not require agreement with the message, just clear understanding of the message. c. Managerial communication encompasses both interpersonal communication (between two or more people) and organizational communication (all the patterns, networks, and system of communication within an organization). d. Communication and associated interpersonal processes are important ingredients of organizational effectiveness. E. Communication is the exchange of messages between people for the purpose of achieving common meanings. F. Managers use two types of communication in their work.

1. Verbal communication is the use of words to communicate. Written communication includes letters, memoranda, reports, newsletters, policy manuals, etc. b. Disadvantage includes the fact that the conversations may be time consuming and difficult to terminate, and that additional time may have to be spent to document what was said.

2. Nonverbal communication is communication by means of elements and behaviors that are not coded into words.

3. Nonverbal Communication is communication transmitted without words. The best-known types of nonverbal communication are body language, language shift and verbal intonation. Body language refers to gestures, facial expressions, and other body movements that convey meaning. b. Verbal intonation refers to the emphasis someone gives to words or phrases that convey meaning.

Better mutual understanding

Improved efficiency

Increased innovation

More shared learning

Less frustration and stress

Appreciating the impact of our communication behaviours Thinking carefully about how we interact with others Taking the time to confirm meaning Speaking up with our thoughts and ideas Opening up to hear others perspectives Thinking sideways - not in silos about opportunities to join up Working with existing communication resources Slowing down to connect as a means of speeding uplonger term efficiency

Approachable by all members of his organizationListens to what his/her colleagues and subordinates have to tell him/herEncourages his/her staff to tell him/her their job-related problems and to give suggestionsSpeaks the truthGives satisfactory explanations and feedbackConsiders the feedback and suggestions of his/her subordinates when making decisions

RudeTalks down on othersDoes not listen well at others opinionsEmotionalNot preparedTelling lies

While communication is one of the most basic human activities, its importance within the business environment is often underestimated.

Effective communication builds effective employees.

Effective communication does not begin and end with the ability to relay information. It also includes the ability to listen, act assertively,and ask questions when appropriate.

Boundary Management* Individual* Group / team / Dept.* Unit / Division* Organization* Inter organizational

If I know it , then everyone must know it.We hate bureaucracyI told everyoneDid you hear what I meant for you to hear?Our problem is too big to have to listen to each other!So , whats to talk about?If I need your opinion , I shall tell it to you

# corporate direction# Corporate goals,mission statement, and strategic plans# Values, codes of ethics, # Organizational practices Industry specifics/ guidelines# Top management philosophy

Communication competence1. Ability2. Command over language3. Situational factor/ context4. Audience knowledge5. Cross cultural awareness / Diversity6. Empathy

Barriers to communication1. Noise2. Excessive long chains of command3. Comm. Overload4. Inappropriate message construction5. lack of communication opportunity.6. Inability to listen

BARRIERS TO COMMUNICATIONInd. BarriersConflicting frame of reference.Semantics Communication skillsCultural diversity

Org. BarriersInformation overloadStructural arrangementsStatus differencesTask specializationFiltering Timeliness (appropriate timing)

Communicate needsShare skills and knowledgeCreate a motivation cycleEstablish employment expectations

Be candidStay constructiveContextualConsistent(your action supports your message)Continuous(provide ongoing reinforcement)Choose communication tools that your employees will use.

Hold monthly or quarterly staff meetingsPublish internal newslettersPost notices on staff room bulletin boardsSend information intranet or e-mailInvite questions.Maintain an overall open door policy.Practice MBWA

Downsizing/ Restructuring / mergers/ Acquisitions# Fear/ Concerns/ belief/ attitudes# Constricted communication# mourns a corporate death# Rumors# Stress reactions # Comfort zone threatened# cultural clashes# Change in Management Style !

Communication Style gets influenced by:

Your sense of time urgencyYour frustration with the systemYour prejudices, stereotypes, biasesYour own self perceptionYour credibilityCompetitive attitudeBeing in Leadership position means sharing credit, grooming people, and identifying strengths and hidden potential

Provide context ,whenever possible.Be accurate, timely, relevant and easy to understand.Encourage an open, multi-dimensional communicational environment.Use communicational channels that invite input, involvement and ongoing dialog.Consistently reinforce key message.

Deliver clear and consistent messages to all parts of the organization.Inspire and energyAre user-friendly,human and personal.Move information, experiences,learning ideas, direction and feedback equally in all directions-up,down and across the organization. contd.

Provide multiple channels.Are only possible in an atmosphere of trust and openness.

A vision is little more than an employ dream until it is widely shared and accepted.Only then does it acquire the force necessary to change an organization and move it in the intended direction.

Cultural diversity Leadership issues Need for visible commitment and supportAbility to communicate / connectNeed to work in partnershipNeed for open,regular communication.Employee communication challengesUncertainly(concern for job security)Responsibility for involvementResourcesNeed for continued focus on customers,financial results

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