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Managing
Effective
CommunicationEvelynJepkemeiSenior Education specialistPrimary Math and Reading Initiative
RTI International
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Introduction Communication:process by which people seek to share
meaning via the transmission of symbolic messages
(Stoner, 2002).
communication involves trying to understand how
people relate to each other; communication involves shared meaning which
suggests that in order for people to communicate, they
must agree on the definitions of the terms they are using.
involves symbols such as gestures, sounds, letters,numbers, and words can only represent or approximate
the ideas that they are meant to communicate.
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Importance of Effective
Communication Effective communication is important as it provides a
common thread for the management processes of planning,organizing, leading and controlling.
Managers develop plans through communication with othersin their organizations, they organize to carry out those plans
distribute authority and design jobs. Activate motivational policies, leadership and groups and
teams are activated through regular exchange of information
controlling the work of the organization.
Effective communication skills can enable managers to draw
on the vast array of talents available in the multicultural worldof organizations.
Critical in performance of individual learners and for policyimplementation
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The CommunicationProcess
The communication process is made up of four key
components. Those components include:o encoding,
o medium of transmission,
o decoding, and
o Feedback
There are also two other factors in the process, and
those two factors are present in the form of the sender
and the receiver.
The communication process is the perfect guide towardachieving effective communication. When followed
properly, the process can usually assure that the sender's
message will be understood by the receiver.
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The Model
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Forms of Communication
Formal communication
Non formal communication
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Formal Communication officially acknowledged and approved such as
circulars, meetings and posters
certain rules, conventions and principles arefollowed while communicating the message
occurs in formal and official style. For example in awritten letter the formal communication style willdemand that the layout follow a specific formatthat includes the date, header, salutation, body
and signature.
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Informal Communication casual talk and is normally known as rumours.
Though rumours are not official, communication stilltakes place.
established for societal affiliations of members in an
organization and face to face discussions. happens among friends and family.
It includes texting, post- it- notes, use of slang words,use of foul language and use of gestures.
In organizations, it helps in finding out staffgrievances as people express more when takinginformally.
It also helps in building relationships.
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Other Forms ofCommunication
Verbal
Non Verbal
Intrapersonal
Interpersonal or dyadic Public
Physical
Grapevine
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Grapevine informal network of communication
does not follow the formal vertical or horizontalcommunication patterns.
develops its own structures based on informationrelationships among organizational members.
Lewis (1980), information transmitted through thegrapevine undergoes three types of changes;o Leveling: t the dropping of details and simplification of the text.o SharpeningInvolves embellishing a story with more vivid details and
heightened drama.o AssimilationThe tendency for people to modify rumours in a way that fits their
needs Kreps (1990) argued that informal communication channels such as the
grapevine are less likely than formal channels to distort information.
The grapevine can be a very useful and powerfulchannel of communication and can be effectively usedby administrators to disseminate information.
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Barriers to EffectiveCommunication
Information overload: Deluge of paperwork, reportsaccounts etc
Computer technology contributes to a barrage ofinformation through email and instant accessibilitydata through the internet
seven possible reactions to information overload:-
o Omission-the failure to process some information.
o Error The incorrect way of processing of information.
o QueuingDelaying responses during peak times.
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Barriers to EffectiveCommunication
Cultural barriers:o Cultures provide people with ways of thinking, seeing, hearing and
interpreting the world
o Therefore, the same words can mean different things to people from
different cultures even when they talk the same language
o Different cultures have different ways of expressing emotions
o In situations where translation has to be used, to communicate, the
potential for misunderstanding increases.
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Barriers toCommunication
Language:o contradictory or ambiguous
o language used should meet the expectations, the objectives of the
audience and the purpose of communication
Noise:o Interferes with Reception of message
o Distracts the reciever
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Barriers to EffectiveCommunication
Lack of listening skillso When the sender or the receiver lacks listening skills, the message could
go unattended Barriers to listening include:-
o Focusing on a personal agenda
o Criticizing the speaker
o Experiencing information overload
o Hearing external noise
The problem of lack of listening skills can be solvedby:
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Barriers to EffectiveCommunication
o Focusing on the speaker (other persons, their thoughts and feelings.
o Paying attention to non verbal messages without letting oneself to be
distracted.
o Listening for the essence of the speakers thoughts, ideas and their
meanings that is seeking overall understanding of what the speaker is
saying.
o Being empathetic, and imagining how one would feel in the
circumstances of the speaker.
o Asking questions to clarify ones understanding as well as demonstrating
interest in what is being said.
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Barriers to effectiveCommunication
Lack of confidenceo Shyness, inability to be assertive
Misinterpretation of meaningo Multiple meaning of words
o different things to different people depending on their experience,
background, pattern of thought and their verbal communication skills
Hearing impairment
Fatigue
System design faults
Attitudinal Barriers
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Communication networks
Information is channeled through individuals ornetworks
Rogers (1976) in Chance and Chance (2002)described four key roles that individuals play withincommunication networks.
Gate keeperA person whose position incommunication structure is such that she/ hecontrols messages flowing through a
communication channel. purpose of a gate keeperis to decrease overload and to filter outflowimportant messages.
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Communication networks
Liason An individual who connects two or more cliqueswithin a system but does not belong to any clique. Aliason acts as a bridge.
Opinion leaderso informal rather than formal leaders who regularly influence others attitudes or
behavior.o have great access to internal and external sources of information
o connect the organization to the external environment
o conform to the norms of the organization.
o A teacher who is an opinion leader in a school may be one who is activeoutside professional development activities but who is renewed as committedto the values and beliefs of the school. Other teachers rely on this persons
opinion and information.
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Communication networks
Cosmopolite o has a great deal of communication with the systems external environment. In
schools cosmopolite include administrators, teachers and support staff.
o Their communications with the outside environment differ in that they areconnected to different aspects of the environment.
o Administrators communicate with leaders in the community, professional
organizations, and other schools. They may are in a position to bring new ideasfrom these sources to their schools. Teachers and support staff are in a positionto
o have a greater contact with a variety of parents and students. These sourcesof information are vital links to understand the opinions and concerns of thestakeholders are well as disseminate information to the community.
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Communication inEducational Settings
schools depend upon effective communication asmuch as any other skill in order to build a solid schoolsfoundation.
Communication in schools is important for theadministrator, the teachers, the students as well as other
staff of the school. Much of the administrator and the teachers job involves
interaction with many people such as students, parents,people from other organisations as well as members ofthe staff.
people in such position need to have stronginterpersonal skills and be effective communicators andmotivators in order to create a positive schoolsenvironment.
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Thank You!