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Effective Communication For Supervisors © BLR®—Business & Legal Resources 1408 Session Objectives Understand the benefits of effective workplace communication Recognize obstacles to effective communication Improve your communication skills Manage all your workplace communications more effectively © BLR®—Business & Legal Resources 1408 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 BLR®—Business & Legal Resources1408 1408 © BLR©®—Business & Legal Resources Benefits of Effective Communication • Improves flow of information • Enhances teamwork • Ensures accountability • Provides greater consistency © BLR®—Business & Legal Resources 1408 Benefits of Effective Communication (cont.) Leads to better quality Ensures a safer work environment Improves productivity Increases customer satisfaction © BLR®—Business & Legal Resources 1408 What Is Effective Communication? • Interactive • Informative • Positive • Productive © BLR®—Business & Legal Resources 1408 Obstacles to Effective Communication • Too many links in the chain • Too many messages • Lack of clarity © BLR®—Business & Legal Resources 1408 Obstacles to Effective Communication (cont.) • Undefined expectations • Inadequate listening • Failure to target audience © BLR®—Business & Legal Resources 1408 Benefits of Workplace Communication • Does everyone understand the benefits of effective workplace communication? • What good communication means? • Why communication can sometimes break down? © BLR®—Business & Legal Resources 1408 Focus on Your Message • Think about it • Organize your thoughts • Consider your expectations • Keep it simple © BLR®—Business & Legal Resources 1408 Focus on Your Message (cont.) • Be precise • Be concise • Demonstrate when appropriate • Repeat your message © BLR®—Business & Legal Resources 1408 Think About Your Delivery • Communicate directly to people • Keep a calm voice © BLR®—Business & Legal Resources 1408 Think About Delivery (cont.) • Use written communications effectively • Use memos or meetings for a group © BLR®—Business & Legal Resources 1408 Consider Your Timing • Have the person’s attention • Person needs to be receptive • Be prepared to answer questions © BLR®—Business & Legal Resources 1408 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? © BLR®—Business & Legal Resources 1408 Establish Credibility • Speak from experience • Back up your statements with evidence • Speak with people, not to them © BLR®—Business & Legal Resources 1408 Listen Actively • Focus on the speaker • Keep an open mind • Tolerate silence • Ask open-ended questions • Repeat the speaker’s thoughts • Listen for facts © BLR®—Business & Legal Resources 1408 Understand the Power of Nonverbal Communication • Body language gives important clues • Be aware of your body language © BLR®—Business & Legal Resources 1408 Power of Nonverbal Communication (cont.) • Beware of certain signals • Interpret body language © BLR®—Business & Legal Resources 1408 Essential Elements of Effective Communication • Do you understand what we have discussed about essential elements for effective workplace communication? © BLR®—Business & Legal Resources 1408 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 © BLR®—Business & Legal Resources 1408 Feedback: Positive vs. Negative • Positive • Negative © BLR®—Business & Legal Resources 1408 Feedback: Objective vs. Subjective • Objective • Subjective © BLR®—Business & Legal Resources 1408 Communicating Bad News • Be straightforward • Act promptly • Take a personal approach • Give a reason • Put the news in perspective © BLR®—Business & Legal Resources 1408 Overcoming Resistance • Anticipate resistance • Respect different views • Incorporate opposing arguments • Criticize ideas, not people • Restate your position © BLR®—Business & Legal Resources 1408 More Productive Meetings • Distribute a memo • Create an agenda • Come prepared © BLR®—Business & Legal Resources 1408 More Productive Meetings (cont.) • Encourage participation • Summarize results • Define future action © BLR®—Business & Legal Resources 1408 Stronger Presentations • Capture attention • Maintain interest • Anticipate questions © BLR®—Business & Legal Resources 1408 Better Presentations (cont.) • Engage the audience • Summarize main points • Encourage action © BLR®—Business & Legal Resources 1408 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