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Professional Development Tool Box: Communication & Messaging. Jacqueline Coleman, M.Ed , MSM February 28, 2012. Learning Objectives. MLP Participants will: Learn the interdependent components of the Leadership Paradigm Identify the various skills utilized in effective communication

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Professional development tool box communication messaging

Professional Development Tool Box: Communication & Messaging

Jacqueline Coleman, M.Ed, MSM

February 28, 2012


Learning objectives
Learning MessagingObjectives

  • MLP Participants will:

    • Learn the interdependent components of the Leadership Paradigm

    • Identify the various skills utilized in effective communication

    • Recognize the various types of communication styles

    • Discuss enhancers and barriers to effective communication and strategies to overcome barriers

    • Identify the distinction between communication and dialogue and elements of crucial conversations

    • Understand the process of effective meeting facilitation




Overview

Communication Messaging

Styles

Types

Effective Communication

Skills

The Art of Dialogue

Presentation Anxiety & Strategies to Overcome

PowerPoint

Overview


Communication

To convey a message to someone else clearly and in a manner that everyone involved understands the same information.

Non-Verbal

Written

Body language

Verbal

Communication


Communication styles

Guardians that everyone involved understands the same information.

Servers and protectors, cornerstones of society

Idealists

Concerned with personal growth, passionate

Rationals

Problem solvers

Artisans

Spontaneous, adaptable and competitive

Communication Styles


Non verbal communication

Written that everyone involved understands the same information.

Email

In-person

Body Language

Eye Contact

Non-Verbal Communication


Effective communication

What examples of non-verbal communication have you experienced that significantly impacted the presentation?

What was the impact?

What are the enhancers or promoters to effective communication that you have experienced?

What are the barriers to effective communication that you have experienced?

Effective Communication


Your experiences with communications brainstorm
Your Experiences with Communications Brainstorm experienced that significantly impacted the presentation?


Traits of effective communicators

Patient experienced that significantly impacted the presentation?

Knowledgeable

Speaks Clearly

Observant

Prepared

Flexible

Aware of body language

Non-judgmental

Traits of Effective Communicators


Communication skills

Use of humor experienced that significantly impacted the presentation?

Active-listening

Eye Contact

Questioning

Tone

Pace

Communication Skills


Learning How to Hold Crucial Conversations experienced that significantly impacted the presentation?


Crucial conversations
Crucial Conversations experienced that significantly impacted the presentation?

  • Four principles of turning ideas into action:

    • Master the content

    • Master the skills

    • Enhance your motive

    • Watch for cues

      [Source: Patterson, 2002]


Style under stress test
Style Under Stress Test experienced that significantly impacted the presentation?

  • STYLE UNDER STRESSThis 33-question assessment allows you to see how you respond in crucial conversations in a specific relationship. The results indicate your natural tendencies to move toward silence or violence as well as the dialogue skills or tools you use well or need improvement in.

  • http://www.vitalsmarts.com/styleunderstress.aspx


Crucial tip
Crucial Tip experienced that significantly impacted the presentation?

  • Work on Me First

    • "There's only one corner of the universe you can be certain of improving, and that's your own self.“

      - Aldous Huxley

    • A focus only on improving your own responses and reactions, will allow you to have the power to improve both your results and your relationships.


Making Effective Presentations experienced that significantly impacted the presentation?



Strategies to overcome anxiety

Master the four key elements of presenting anxious?

Audience

Content

Process/Delivery

Environment

Strategies to Overcome Anxiety


10 points to consider
10 Points to Consider anxious?

  • Once you have written your text, cut, cut, cut

  • Group similar ideas together and organize into thematic groupings

  • Make sure audience departs more informed

  • Involve audience in presentation where possible

  • For every hour of presentation, prep for 10 hours


10 points to consider1
10 Points to Consider anxious?

6. Research the audience

  • Test the microphone and other technology ahead of presentation

  • Open effectively, close memorably

  • Prepare yourself – think positively; believe in yourself

  • Visualize success


Audience

Who anxious?

Expectations

Agenda

Welcome

Audience


Content

Prepare, Prepare, Prepare anxious?

Select Key Points

Be Clear

Be Concise

Use examples

Content


Process delivery

Practice anxious?

Follow a natural sequence

Think through possible questions

Anticipate Murphy’s arrival

Manage the silence

Process/Delivery


Environment

Check out the space in advance anxious?

Arrive early

Ensure equipment is working

Dress appropriately

Environment


Additional tips

Practice relaxation techniques anxious?

Smile

Make eye contact

Use excess energy…move

Additional Tips


Preparing your visual aids

According to researchers, people retain: anxious?

20% of what they hear

30% of what they see

50% of what they hear and see and;

90% of what they see, hear, say and do

Preparing your Visual Aids


Use of powerpoint

Strengths anxious?

Provides framework

Makes visual connection

Guides the presenter

Use of PowerPoint


Powerpoint basics

Less is more anxious?

Use contrasting colors

Use phrases not complete sentences

Use large font

Proof your slides

PowerPoint Basics


No no s

Distracting animation anxious?

Sound effects

Too much text

Too many photos, etc

All CAPITAL LETTERS!

No-No’s


Summary
Summary anxious?

  • Recognize the various styles of communication

  • Identify skills used in effective communication

  • Overcome anxiety through preparation

  • Keep your presentation simple




What is facilitation
What is Facilitation? anxious?

  • The art and science of managing meetings and group processes, facilitation involves guiding meetings and groups while using a specific set of skills and tools.


Facilitation
Facilitation anxious?

  • An effective facilitator smooths the way for group members to:

    • Brainstorm options

    • Identify viable solutions

    • Develop and implement action plans


The skills
The Skills anxious?


Facilitator s main task
Facilitator’s Main Task anxious?

  • Keep the group on task

  • Assess the group’s concentration and engagement

  • Clarify confusing discussions

  • Provide feedback to the group

  • Enforce group rules



What is dialogue
What is Dialogue ? anxious?

  • di-a-logue or di-a-log (n)

    • The free flow of meaning between two or more people.


A model of dialogue
A Model of Dialogue anxious?

[Source: Patterson, 2002]


Crucial conversation tip
Crucial Conversation Tip anxious?

  • "If an issue is so serious that we find ourselves acting it out instead of talking it out, we need to hold the conversation with the person in question."

    - Al Switzler, coauthor of Crucial Conversations


How does it work
How Does it Work? anxious?

  • Fill the pool of shared meaning

  • Start with heart

    • Work on you first – you’re the only person you can control

  • Focus on what you really want

    • Ask: what does my behavior tell me about what my motives are?

    • What do I really want for myself?

    • For others?

    • For the relationship?

      [Source: Patterson, 2002]


How does it work1
How Does it Work? anxious?

  • Open yourself to change

  • Search for the elusive And

    • Avoid the Sucker’s choice

    • Watch to see if you are making yourself choose between peace and honesty, winning and losing, right or wrong

    • Break free and search for And

    • Clarify what you don’t want, add to what you want and ask your brain to search for healthy options


Professional Development anxious?

Tools & Resources


My development plan grid for success
My Development Plan- anxious?Grid For Success



The 7 habits of highly effective managers
The 7 Habits of Highly anxious?Effective Managers

1) Know your limits

2) Listen first before speaking

3) Ask ‘Why?’ not ‘What?’

4) Be decisive

5) Be responsive

6) Communicate frequently

7) Manage passion


Competency best practices
Competency Best Practices anxious?

  • Communication (effectively express to and receive information from individuals and diverse groups)

  • Conflict management (communicating performance feedback in a timely and effective manner, using resistance, and receiving criticism)


Competency best practices1
Competency Best Practices anxious?

  • Coaching (developing clear individual goals and implementation plans for team members, developing trust, and supporting, motivating and reinforcing individual performance in support of their own and organizational goals)


Competency best practices2
Competency Best Practices anxious?

  • Focus (establishing a clear vision, values, and mission to drive and sustain a customer-centered, strategic change)

  • Team development (establishing team processes that support diverse professionals to work together for the joint mission)

    [Source: Change Central, 2001]


Leadership empowerment rules
Leadership Empowerment Rules anxious?

  • Rule # 1 – Do one or two things well and avoid the rest.

    • The first 90 percent of a project takes 90 per cent of the time. The last 10 percent takes the other 90 percent of the time. -Anonymous

  • Rule # 2 – Avoid straightjacket thinking.

    • No one is less ready for tomorrow than the person who holds the most rigid beliefs about what tomorrow will contain. -Watts Wacker, The Visionary’s Handbook


Leadership empowerment rules1
Leadership Empowerment Rules anxious?

  • Rule # 3 – It is easy to forget that you are supposed to be an innovative, creative, cutting-edge sort of manager.

    • Consider how you would view the job, dept. and team if you were a stranger

  • Rule # 4 – Every job is a self-portrait of the person who does it. Autograph your work with excellence.

  • Rule #5 – Train them to bring you solutions, not just problems.


Leadership empowerment rules2
Leadership Empowerment Rules anxious?

  • Rule #5 – Train them to bring you solutions, not just problems

  • Rule #6 – Create a good atmosphere

  • Rule # 7 – Hold effective meetings – no, really effective

    • Meetings have 4 purposes:

      • To create and fuse a team

      • To impart information

      • To brainstorm ideas [and make decisions]

      • To collect information [and make decisions]



References
References anxious?

  • Patterson, K., Grenny, J.; McMillan, R.; & Switzler, A. [2002]. Crucial conversations: tools for talking when stakes are high. New York, NY: McGraw Hill.

  • Templar, R. [2005]. The rules of management. London: Pearson Education Limited.


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