Conscious Communication Skills For Public Officers

MORNING 

Why Effective Communication Counts

1.    There is a direct correlation between success and communication.

2.    As organizations shrink (downsize), people who remain are more accountable. Now competencies such as effective communication and handling encounters well count more than ever.

The Importance of First Impressions and How it Sets the Stage for  Future Interactions

Communication speaking, even body language in the workplace, is more critical than ever. Your whole case can rest on the words you choose and how you deliver your message, not just the merits of your points.

• ·         Exercise: First impressions of Audrey anonymously submitted by the participants
• ·         Participants reveal first impressions of a randomly selected hotel staff
• ·         The first five seconds: There is no dress rehearsal for a first impression!
• ·         The necessary evil of stereotyping. We make an average of 5 to 6 stereotypes and conclusions about people before they even open their mouths! They have sticking and staying power. They often dictate the future of a relationship.
• ·         The halo effect –the tendency to form an overall positive first impression of a person based on one positive characteristic. Usually comes from physical attractiveness. This can lead people to attribute other virtues to a good-looking person.

Video “Look Up”

The Critical Bonding Behaviors

It is what you don’t say that means a lot!

• ·         Eye contact
• ·         Handshake
• ·         Smile

Making Time for Face Time: The evil Twins and Social Media

Both business executives and politicians have turned to email as a convenient way to communicate. But don’t overly depend on email. Face-to-face communication is best; talking by phone is the next preferred way to communicate!

Exercise in small groups to identify:

1.    Why people prefer email and voice mail

2.    Identify problems with email and voicemail

Six benefits of face-to-face communication

1. ·         Establishes trust. Trust is an essential element of a workplace relationship.
2. ·         Allows for easier persuasion.
3. ·         Boosts active participation.
4. ·         Enhances conflict resolution.
5. ·         Provides clarity to conversations.
6. ·         Saves time during the workday.

Benefits of face to face meetings

• ·         Face-to-face communication is essential for building solid relationships.
• ·         Face-to-face meetings are essential for loyalty.
• ·         Face-to-face meetings are more focused and productive.
• ·         Face-to-face meetings clearly communicate goals.
• ·         Face-to-face meetings help make focusing easier.

Group exercise identifying the variables involved in communicating effectively in groups.

Stronger working relationships

There is no doubt that if you’re not physically in the workplace, you keep yourself locked away in your office, or you choose to email to communicate over the phone and face-to-face interactions, you’re not going to be as connected with your colleagues as those who understand the importance of face time. A sense of community comes with interacting and socializing, which sets the foundation for trust and better working relationships.

Perception of thoughts and feelings

Non-verbal cues are just as crucial when communicating as the words we say. From non-verbals and facial expressions to attentiveness and engagement, everything can indicate different thoughts and feelings, which can only be observed through face-to-face communication.

Engagement and innovation

Face-to-face communication also helps build collaborative environments that inspire and energize employees to participate in meetings, brainstorming sessions, etc. These environments foster engagement and innovation, which are essential for employee satisfaction and company culture and growth.

Addressing sensitive issues

When addressing sensitive issues, put down the phone, move away from the keyboard, and make an effort to engage in person – it will be crucial to a successful outcome. Whether you provide specific feedback to a staff member or address an issue with a colleague, much can be misinterpreted or lost when communicating via technology. Focus on your desired outcome and prepare by considering the mindset and possible reactions of the one you will be communicating with. This can help to turn a challenging conversation into a trust-building interaction.

Clear and concise communication

How often has an email been misunderstood, misread, or perceived by another party as rude when that wasn’t the intention? Face-to-face conversations minimize the risk of miscommunication, promoting more effective communication practices in the workplace. Face-to-face communication is still possible while working from home, with various platforms allowing video and audio calls. This will negate misunderstanding and continue to build relationships.

Sometimes encouraging face-to-face interactions can be as simple as persuading others to walk down the corridor or jump on a Zoom call rather than sending an email. In real-time and real rooms, the importance of actual conversations should never be underestimated.

Interim feedback for tomorrow’s session.