Avoiding Communication PitfallsThat Sabotage Quality & Regulatory Goals

Speaker:Dr. Manijeh Motaghy, PsyD. OMC

Organization Development Consultant& Employee Trainer

Area of Emphasis: Mindfulness

Www.MindfulBusinessInstitute.com

©Dr. Manijeh Motaghy, PsyD. OMC

Please refrain from using cell phones or other media during the training.

Thank you for your attention and consideration.

Communication Pitfalls

What is a Communication Pitfall? Failure to send and receive messages appropriately

Ineffective, causing misunderstandings: Mixing up Communication Functions Lack of /Clear and shared Purpose and Goal Inappropriate media

Lack of Mindfulness Responding to one's own feelings instead

Lack of awareness of underlying emotional factors Trying to stop the discomfort instead of responding Responding to assumed agendas Failure to obtain satisfaction

Process of Perceiving

Responding to One's Own Feelings:

Event

Feeling Tone

Recognition via Memory

LikePleasant

NeutralDislikeUnpleasant

InterpretationAssumptionsPush Away

Killer of Happiness

InterpretationAssumptionsPush Away

Killer of Happiness

InterpretationAssumptions

GraspingHappiness Depends on It

InterpretationAssumptions

GraspingHappiness Depends on It

Wrong PerceptionMemory

Process of Perceiving

“Number Talk”Exercise

Mindfulness In Communication

What is Mindfulness?

“Mindfulness Awareness is the moment-by-moment process of actively and openly observing one's physical, mental,

and emotional experiences.

Mindful Awareness has scientific support as a means to reduce stress, improve attention, boost the immune

system, reduce emotional reactivity, and promote a general sense of health and well-being.”

(UCLA, Mindful Awareness Research Center)

Mindfulness Can Be Cultivated Through Meditation

& Other Mindfulness Activities.

Dr. Jon Kabat-Zinn,

This is what the Experts say about Mindfulness:

http://youtu.be/wjXXvtGEZQQ

Mindfulness Meditation

S T O PStop whatever you are doing, whether talking,

planning, trying to calm someone, worrying, feeling anxiety, etc.

Take a breath - bring your attention to your breath, inhale, exhale for a few seconds

Observe what is present - whether it is judgment, chaos, a feeling of rush, anxiety, fear, sadness, physical pain, etc. Stay with what is present and

Proceed - Giving your attention to what is present, most symptoms of anxiety and chaos slowly disappear. Proceed from a place of detached, neutral & wellbeing.

Four Communication Functions

Prevent Misunderstandings Understand & use the Appropriate Communication Function:

– First, the Function of Information in communication: Gathering data Processing data Communicating data

- Second, the Function of Control in Communication: Controlling Behavior and/or Outcomes

Creating detailed guidelines Clearly articulated boundaries and consequences Clarifying purpose & practicality

Four Communication Functions

Third is the Function of Express Emotions in Communication:

Create a safe space for team members to express their thoughts & emotions,(frustrations, fears, anxiety, etc.)

Cultivate the ability to see feelings & emotions behind your statements – what does this mean?

Acknowledging feelings & emotions often helps them to quickly dissipate

Four Communication Functions

– Fourth, the Function of Motivation in communication

Foster motivation by clarifying what needs to be done to improve performance or process

Include a Goal setting process Provide Feedback on progress towards goals Model the type of behavior you are seeking

Human mind is capable of learning by watching It helps to see what it looks like and what it feels

like

Q & A

Any QuestionsBefore We Move On?

Business Communication 101

Effective Business Communication Tips:

Choose the media or tool carefully I.e. face-to-face, phone, text, email, skype,

facebook, etc.

Understand the Population Segments How does each segment gets its information? What is the best mode they respond to?

i.e. using power point for this class

Be Specific – the more specific the more it meets the needs of the audience

Business Communication 101

Be Accurate: Inaccurate information loses its credibility The sender of the information also loses

credibility Watch for simple things that include grammar,

spelling and punctuation

Be Timely: Inform the right people at the right time Too soon or too late can be detrimental or

ineffective

Business Communication 101

Be Frequent

Communicate frequently to ensure all have received it

Update information Some leave, new team mates join and others transfer

from one role to another

Use Multi-Channel

Send through a broad variety of channels Traditional (print, bulletin boards, meetings) to more modern

(email, blogs, social media sites, text, etc.) Face to face is still the best mode if possible

Alternatives are video conferencing, skype, etc.

Business Communication 101Mindfulness in Communication

Make it Two Way Others need to give feedback Feedback is essential in

Incorporate Mindfulness in your messages: Check to see if you are responding to your

feelings or the actual event – then ask: Is it true? if yes continue – if not stop Is it beneficial? if yes continue – if not stop Is it timely? continue if the answer is yes to all

Communication Skills

Communication Skills for Students in Bio Science

The most valued and least emphasized in many programs.

Students should have: Variety of writing experiences, not limited to laboratory reports.

The ability to synthesize information from a variety of sources in a clear and organized manner

Skills to use a scientifically appropriate writing style. i.e. APA

Skills in presenting material orally

Opportunities to receive critical feedback on oral or written communications.

Note: Grad school does not teach English or writing anymore – learn it now.

More on Communication

Communication Barriers

Interpretations

Opinions

Context

Any Questions?

Please feel free to contact me via:

manijeh@MindfulBusinessInstitute.com

Thank you for your Attention