Communication skills to use everyday

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We communicate to express ourselves. No matter how good or bad we are, how intelligent or average we are, we need to communicate to define ourselves and form our impression in front of others. If we are good at communicating it means we have delivered our ideas, our knowledge effectively but we should also be a good listener. Communication becomes ineffective if; we start talking instead of listening, we stop asking open-ended questions, we have harsh tone of voice, we become defensive easily, we try to impose our ideas on others, and we try to dominate the conversation and so on.

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Week 7 Instructor Notes W7N1: Project Communication Overview Approximately 70 (and some say up to 90%) of a project manager’s time is spent communicating and over 50% of their time is spent in meetings. Of the time spent communicating, approximately 45% of the time should be spent listening and no more than 30% should be spent talking. The following are interesting facts, from Dr. Don Wetmore, regarding communication: · The average person uses 13 different ways to control and manage their time · The average person gets 1 interruption every 8 minutes or approximately 7 an hour or 50-60 per day · On an average day, there are 17 million meetings in America · The average worker sends and receives 190 messages per day · There will be 2 million marriages in this country this year and 1 million divorces. 95% of divorces are caused by a “lack of communication”. · The average working person spends less than 2 minutes per day in meaningful communication with their spouse or “significant other”. · The average working person spends less than 30 seconds a day in meaningful communication with their children. Communication is important – in both our professional and personal lives! W7N2 How People Communicate Project managers need to be able to communicate precise messages, where the receiving party understands the context, motive and message itself. A basic communication model helps in understanding what communication means. Communication is two-way – we transmit information for the purpose of it being received and understood. Both the sender and receiver are involved in communication! What we transmit can be affected by “noise”, meaning that the receiver of the message may have a distorted message – they may be receiving something different than what we think we sent. That might be caused by the way we are sending or by the way they are listening. To avoid misunderstandings, we need to confirm that our message was understood accurately. Noise can be caused by many factors, including language, culture, or emotion. Noise can block out a message so the information is either not heard at all or is distorted. We need to use feedback to verify that our communications are successful. There are various strategies for ensuring that messages are understood correctly and different strategies are needed for different types of communication channels. In face-to-face communications we can evaluate tone and voice and use body language in augment our words. While you must be careful to read cues correctly, face-to-face communications generally presents an environment where it is a bit easier to ensure your message is properly received. Consider the following: · Email communication is 100% words (emoticons are marginally non-verbal communication) · Telephone communication is 18% words and 82% voice tone · Face-to-Face communication is 55% body language, 38% voice tone and 7% words Be certain to think about the communication method we use..

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Challenging conversations are those everyday interactions that significantly affect you and others. They differ from ordinary dialogue because the opinions of the participants may vary, the emotions are high and the stakes are significant. The way in which you deal with these important discussions can have a positive or negative result and can change the course of your relationship. Learn the tools to handle life’s most difficult conversations, say what’s on your mind, and achieve positive outcomes. Challenging confrontations consists of face-to-face accountability discussions where someone has disappointed you and you talk to him or her directly. When handled well, the problem is resolved and the relationship benefits. New research demonstrates that these disappointments aren’t just irritating – they’re costly, sapping organizational performance by 20 to 50 percent. Learn to permanently resolve failed promises and missed deadlines, transform broken rules and bad behaviors into productive accountability and strengthen relationships while solving problems. At the heart of mastering these challenges is the ability to engage in and maintain dialogue. Masters of dialogue create an atmosphere where everyone feels safe about adding his or her own views to the “shared pool” of ideas being expressed. The skills are critical to the success of all leadership roles. Active participants will increase their awareness of the challenging conversations and confrontations as well as hands-on tips and techniques on how to manage them effectively. Learning Objectives: 1. How do I deal spontaneously with challenging conversations (where opinions vary, emotions are high and stakes are significant)? 2. How can I resolve problems where I have been disappointed by employee accountability and avoid unnecessary costs and strained relationships? 3. How do I develop and environment where people can carry on a dialogue and feel safe expressing their own view.

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