Session 1.4:Interpersonal Communication

Module 1:Leadership and Team Building

Leadership and Management Course for ZHRC Coordinators, HTI Principals, and ZHRC/HTI Management Teams

Learning Objectives

By the end of the session, participants will be able to: Define interpersonal communication. Describe the importance of communication in

leadership. List at least three styles of communication. Identify and practice at least two strategies to

improve listening. Describe communication barriers. Identify strategies for preventing and overcoming

communication barriers.

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Activity: Build A Story

One person begins the story with 1 sentence.• Once upon a time, ________

The next person adds 1 more sentence to the story, and so on.

Continue until the story ends!

3

Communication is…

Communication is the process of exchanging: • Information

• Thoughts

• Feelings

• Ideas

• Instructions

• Knowledge

Importance of Communication

Communication is necessary to: • Share knowledge and experiences

• Build relationships

• Motivate

• Inform

• Teach

• Persuade

• Entertain

• Inspire

• Give or receive instructions, directions, etc.

Verbal & Non-Verbal Communication

Spoken words Gestures• Smiling, nodding,

leaning forward, etc. Body position

• How we stand or sit Facial expression Silence Eye contact

Verbal (7-11%) Non-Verbal (89-93%)

Non-verbal

Ver

bal

Components of Communication

Sender: the person who delivers the information Receiver: the person who takes in the

information Message: the information, ideas, or feelings

being shared Channel: the media or means through which the

information is being sent Feedback: the response from the receiver

indicating that the message has been received

Communication Flow/Process

A sender creates a message for the receiver The sender uses a channel to relay the message The receiver and the sender use feedback to:

• Ask for more information, get answers, find out whether the message is understood, etc.

Sender Message Receiver

Feedback

Channel

Channel

Channels of Communication

Speaking Writing Drawing/pictures Body language Sign language Telephone Media (television,

newspapers, radios, etc.)

Why is communicationimportant for leadership?

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Leadership & Communication

Good leaders are excellent communicators. Good communication:

• Facilitates information exchange, within and outside the organization

• Conveys meaning and inspiration

• Prepares teams to face challenges

• Aligns expectations

• Resolves conflicts

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What are key communicationskills that leaders practice?

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Effective Communication Skills Can....

Present clear and compelling points of view Relate positively Create messages that inspire others Convey hope Select appropriate channels Consider culture

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Results of your Communication Style Assessment

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Visual Auditory Kinesthetic

Learning & Communication Styles

Visual Learners

Learn best by seeing things. “Show me!” “Watch how I do it!”

15

Visual Columns

Circle all statementsthat describe you

Circle onefrom each pair

Circle one itemin each triad

Col 1

Col 2

Col 3

Col 4

Col 5

Col 6

Col 7

Col 8

1 2 3 28 29 42 43 44

4 5 6 30 31 45 46 47

V V

Communication Style AssessmentAnswer Sheet

Visual Examples

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Pictures & Photos

Graphs & Charts

Facial Expressions

Colored Text

Auditory Learners

Learn best by hearing things. “Tell me!” “Listen to me explain!”

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Auditory Columns

Circle all statementsthat describe you

Circle onefrom each pair

Circle one itemin each triad

Col 1

Col 2

Col 3

Col 4

Col 5

Col 6

Col 7

Col 8

1 2 3 28 29 42 43 44

4 5 6 30 31 45 46 47

A A

Communication Style AssessmentAnswer Sheet

Auditory Examples

20

Talking through an

issue Music

Using the phone instead of email

or letter

Reading out loud

Kinesthetic Learners

Learn by doing. “Let me try.” “Now, you try doing it!”

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Kinesthetic Columns

Circle all statementsthat describe you

Circle onefrom each pair

Circle one itemin each triad

Col 1

Col 2

Col 3

Col 4

Col 5

Col 6

Col 7

Col 8

1 2 3 28 29 42 43 44

4 5 6 30 31 45 46 47

K K

Communication Style AssessmentAnswer Sheet

Kinesthetic Examples

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Pacing

Learning a skill by using your hands

Reacting to “gut feelings” in decision-making

Prefer a demonstration

Solo-Tasking & Multi-Tasking

Circle all statementsthat describe you

Circle onefrom each pair

Circle one itemin each triad

Col 1

Col 2

Col 3

Col 4

Col 5

Col 6

Col 7

Col 8

1 2 3 28 29 42 43 44

4 5 6 30 31 45 46 47

S M

Communication Style AssessmentAnswer Sheet

Why are these modes important?

To learn and to lead best, we must understand our preferred mode(s) of giving and receiving information.

Most people learn in multiple modes. Mix it up!

To be understood, tailor speech and hearing to the mode of the listener.

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Why is listening important?

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Listening & Leadership

Listening is a critical leadership skill. It:• Improves morale

• Builds respect and trust

• Fosters collaboration and learning

• Helps to prevent and resolve conflict

Activity: Listening Self-Assessment

Complete the Listening Self-Assessment. Do you consistently practice good listening

habits? How could you improve your listening habits?

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Activity: The Art of Listening

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Becoming an Effective Listener

Stop talking Don’t interrupt Ask questions Stay constructive Look, act, and be interested Seek first to understand, then be understood Be sensitive to the speaker’s feelings, and try to

appreciate their point of view Stop talking

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Strengthening Communication

Simple changes in communication can clarify expectations, lift morale, and help people deal with difficult situations.

We can strengthen communication by:• Balancing advocacy and inquiry

• Hearing what others say

• Responding constructively

• Using proactive language

Barriers to Effective Communication

Activity: Barriers to Communication

Read about the barrier assigned to your group. Discuss how this barrier relates to our work. Identify several examples of this barrier. Suggest possible solutions to overcome this

barrier. Be prepared to share a brief, 2-minute

presentation.

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Hear What Others Say: Buzz in Pairs

Listen carefully Remove barriers to communication Identify assumptions Seek to understand diverse viewpoints End conflict before it spreads

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Respond Constructively

Give specific feedback Balance the negative with the positive Use proactive language Convert complaints into requests Be genuine

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Be Proactive, Not Reactive

Reactive Making decisions

on impulse, in response to external stimuli

Proactive Making decisions

based on values; thinking before you act

Activity: Using Proactive Language

Work in small groups to turn a reactive statement into a proactive statement.

For example:• Reactive: “There’s nothing we can do.”

• Proactive: “Let’s look at what we can do…”

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Activity: Improving Communication Skills

Reflect on what you have learned during this session.

What communication skills can you improve? Write 1-2 things that you will work to improve.

Be specific!

Key Points

Communication includes verbal and non-verbal components. Both are important.

Effective communication skills are essential for good leadership and management.

To communicate well, you should engage different communication styles (visual, auditory, kinesthetic).

Listening helps to improve morale, build trust, foster collaboration, and prevent/resolve conflict.

We can strengthen communication by removing barriers, listening well, being constructive, and being proactive.