KEEPING COMMUNICATION CHANNELS OPEN By Segun Ogunyannwo FICMC

KEEPING COMMUNICATION CHANNELS OPEN By: ’Segun Ogunyannwo FICMC, CEDR Accredited Mediator Tel: 08034071812, 08051221935 E-mail: info@mtiabuja. com, Website: www. mtiabuja. com

Communication Defined We will define Communication as the process by which people attempt to share meaning via the transmission of symbolic messages • Communication can be verbal or non-verbal

NOTES FROM DEFINITION • Communication involves people, and involves trying to understand how people relate to each other • Communication involves shared meaning, which suggests that people communicating must agree on the definitions of the terms they are using • Communication is symbolic – gestures, sound, letters, numbers and words can only represent/approximate the ideas they are meant to communicate

CHANNELS OF COMMUNICATION Communication channels are the means through which people in an organization exchange ideas (communicate). If the channel is unencumbered, information will flow freely from one end to the other.

THE CHANNEL

However, if the channel is blocked, the passage of information becomes difficult. The same is true if the channel is leaking or perforated; that means part of the information may be lost or distorted, affecting the quality of any decision that will be made.

Communication Purposes Set agenda/ goals Develop plans Effect change Give /receive Information Build a team Organise resources Select, develop & appraise members Lead, direct, motivate and create climate Enhance Control Performance

Ways to Open the Lines of Communication • Remove walls and barriers between the sender and receiver • Adopt Active Listening strategy Discuss things as they come up, don’t let them pile up • Create a win-win situation. It’s important that both come out together, feeling fulfilled • Use non-threatening forms of communication. Avoid being defensive and judgmental • Be compassionate and understanding.

• Be open, simple and honest. Be trusting and trustworthy with one another • Seek to understand the other person over being understood • Don’t blame the other person when there is a breakdown. Look for workable solutions • Create time to relate and listen to the other person through your heart • Widen your sphere of understanding. Create safe spaces and common grounds • Talk regularly about non-threatening issues to improve communication and build bridges

A GOOD COMMUNICATOR: An Active Listener, An Effective Presenter, A Quick Thinker. A Win-Win Negotiator.

Assertive Team Briefing and Meetings Organisations are only as strong as the employees that make up the organization. Good communication productive teamwork. encourages

Employees may come from a variety of backgrounds and have diverse perspectives on an issue. Good communication within a team will keep employees on the same page and working to reach common goals despite personal differences.

Each person must understand the role that they need to play. This may start with a team briefing or meeting to (1) outline the goals of a project (2) assign duties to leaders, (3) delegates what needs to be done and (4) sets a time line for completion.

Be clear about the tasks at hand let employees know who to talk to should any issues arise

Help people reach their full potentials Catch them doing something right Put the accent on the Positive Appreciate every good work and immediately. Do not wait for an annual performance review

Encouraging good team communication skills also creates employee satisfaction. Employees like to feel that their input is valued and that they have a role in steering the company forward. Strong team communication recognizes the efforts of the team members, acts on their suggestions and lets them build off of each other in the pursuit of goals.

Good communication and an open workplace environment foster a sense of loyalty and play to the strengths of each individual team member

Dealing with Difficult Situations Running an organization is not always smooth sailing. Obstacles and challenges do crop up. These may range from having to respond to a move by a competitor to dealing with confusion among team members about the direction of a project.

Good communication within a team is key to keeping everyone on the right track. Proactive organizations maintain an open door policy that encourages employees to approach with feedback or concerns

This can help head off issues with poor communication before they become serious problems. Employees that trust each other and feel open about communication are better prepared to tackle business problems. Use their diverse viewpoints as a strength and bring them together to brainstorm solutions

Team leaders have a tough job when it comes to communication. You have to adapt your communication style to get the most (best) from team members

Handle Conflict Within the Team and Promote Cooperative Team Behaviour An effective team depends on how focused and clear the goal of the team is. A relaxed, comfortable and accepting environment and finally, open and honest communication

The Value of Commendation • Tell people up-front that you will let them know how they are doing • Praise and commend them immediately • Be specific about what was done right • Let them know how good you feel about their work • Encourage them to do more of the same

When Things Go Wrong • Tell people what they did wrong, be specific • Tell them how you feel in no uncertain terms • Stop for a few minutes of “uncomfortable silence” to let it sink • Remind them how much you value them • Reaffirm that you think well of them but not of their performance in this situation • Reprimand the behaviour only • Don’t refer to the incident again

Before giving a reprimand, you MUST acquaint yourself with the behaviour personally. Do not depend on hearsay. Let it be clear that it is the behaviour that is not OK. They are OK.

CONCLUSION Communication is the process by which people in organizations relate, work together, share ideas and implement policies

Keeping communication channels open in organizations is especially important because money, clients and the well-being of the organization are at stake

Every organization in which we work generates conflicts. Each of these conflicts reflects in some way a challenge the organization has yet to face or is not facing well. Each reveals a paradigm shift, a problem that has not been solved, and provides an opportunity for improvement

By opening up and keeping the lines of communication open, an organization can hope to harness the diverse opinions and experiences of their staff and create a conducive and rewarding atmosphere that allows people to freely air their views, thereby enhancing team -work and increasing productivity

Setting Goals MUST be: • Specific • Measurable • Achievable • Realistic • Time based

WHAT YOU DO SPEAKS SO LOUD THAT I CANNOT HEAR WHAT YOU SAY - Ralph Waldo Emerson