Using Motivation Communication techniques pptx

Topics ◗ Communication and its importance ◗ Asking Questions is Motivational- or Just Plain Irritating ◗ Evaluate emotion ◗ Invite Participation ◗ Ask Open Questions ◗ Listen More Than

Topic 1:

Using Motivational Communication Techniques

Topics

◗ Communication and its importance

◗ Asking Questions is Motivational- or Just Plain

Irritating

◗ Evaluate emotion

◗ Invite Participation

◗ Ask Open Questions

◗ Listen More Than You Speak

◗ Remember to Ask Lots of Questions

◗ Pay Attention to the Nonverbal Stuff

◗ Stimulate Thinking

◗ Finding the time to Communicate Well

◗ The Target – Focus Technique

Communication and its

importance

✦ Transmit and exchange of thoughts, messages or

information

✦ It creates trust and understanding

✦ Communication plays critical place in relationships both in business and daily life

✦ not simply listen and talk

✦ Effective communication is much more involved

Asking Questions is Motivational

- or Just Plain Irritating (chọc tức)

◗ Asking question is critical tool for motivation

◗ It should be delivered in right way, right time and right place

◗ Eager to draw ideas from others may cause anger or defense

A Case in Point

◗ Lawrence H Summers became boss in Harvard

University in Mid- 2001

◗ As an open executive, he always welcomes

communication People can speak with him any time without appointment

◗ However, he did make a mistake that he was unwilling

to listen and caused people in Harvard shocked,

specially with professor William Julius Wilson

◗ He more over put blunt (lỗ mãng) questions and

explained “I think the questioning is a mark of respect for people”

◗ And he be believe everything must have its pros and cons

Evaluate your motivation

✦ You first evaluate your current state of emotion

✦ If you are angry, tired, upset, or depressed, it will

show in your communication

Invite Participation

✦ Drawing people out and also drawing them in.

✦ Do not limit the number of people who are

affected the topic

– Identify the participants

– Asking open- ended questions

– Listening more and letting others do more of the

speaking

– Ask a lot of questions

Invite Participation - Ask Open

Questions

✦ Opposite with closed or yes- no question, open-

ended questions designed to encourage a full,

meaningful answer using the subject's own

knowledge and/or feelings

✦ In the other words, open ended questions can draw answer’s participant in to the topic

Invite Participation - Ask Open

Questions

✦ They typically begin with words such as

– Why?

– Tell me about…?

– What do you mean by?

– Can you explain that to me?

– What do you think went wrong?

– How do you feel about this?

– What do we do it that way?

– Who is affected by this?

– What do you think?

today’s business environment?

– Can you share with us how interesting HR management subject is?

Invite Participation - Ask Open

Questions

Examples of closed Questions

✦ Do you know what you are supposed to do?

✦ When do you think you will be done?

✦ Did you know?

✦ Are you willing to sign onto this team project for next month?

✦ Who is responsible for this problem?

Do exercise 4-1 in text book

Invite Participation - Listen More

Than You Speak

✦ Speak less haft the time

✦ Making effort by pausing and reminding

yourself to listen patiently

✦ Some mangers say “I don’t want any yes-

men around me, I want everyone telling me the truth” but it doesn’t seem true in reality

✦ Practice active listening to get to the root

cause of the problem by the Five Why's Here

is an example:

✦ The stone of Lincoln Memorial was eroding (mòn)

quickly

✦ The caretakers asked "Why"

✦ They found that they were washing the monument

too much

✦ so they asked "Why" they were washing it more

✦ The answer was that a massive amount of birds were defecating on the Memorial

✦ So they asked "Why" there were so many birds

around, and found out that it was due to the lights

being shined on the Memorial at night

Invite Participation - Remember

to Ask Lots of Questions

✦ Before assigning several employees in to

different position, manager should ask them what roles they think of.

✦ This approach leads employees participative communication and build motivation for

performance.

✦ Simply ask them what they think and

encourage their discussion But do not let

them feel their idea will control your decision

Invite Participation - Remember

to Ask Lots of Questions

✦ Questions should focus on

encouraging them to think about the

same issues manager think and raising additional issues.

✦ Paraphrase what they are saying to

you, and ask them to clarify what their understanding of your communication

is

Facilities of communication and

the Nonverbal Stuff

✦ For an entire work force about a new policy, a

conference call, or priority email

✦ If the issue is localized to one section or person, a

phone call or face-to-face would be more appropriate

✦ Nonverbal stuff is expressed by body language, tone

on telephone, the way of writing email, place for

communication and communication medium

✦ 38% of the emotional messages of verbal

communication are received through use of voice and only 7% is the actual words you use

✦ Exercise for conflict solving page 58-9

Facilities of communication and

the Nonverbal Stuff

✦ 51-70% of our communication takes place

nonverbally such as facial expressions, your posture (thái độ), where you are sitting in the room, etc,

✦ Sitting with your arms crossed over your

chest, that is a sign of defensiveness

✦ Maintain an open posture when with others, lean forward a little to show interest,

✦ don't use your hands excessively as this will show that you are excited

Stimulate Thinking

✦ Ask about the root causes of problems

✦ Encourage them to think of alternative

explanation.

✦ Help them to identify controllable causes

✦ It is helpful to ask employees to think creatively and critically by these following questions.

– The pros and cons of the option.

– How to implement

– Who is the best suited to do what

– Goal (time, amount, quality, etc.)

* Practice for critical thinking of Motivation

Finding the time

✦ In today’s business environment, managers are

under time pressure

✦ Exercise pg 62

The Target – Focus Technique

✦ Today, managers have little time to communication with employees

✦ Everyday, there are several mails, memos, phone

calls, faxes and meetings

✦ They are no patient to listen to employees

✦ Manager should try to focus on the most important issue with them

The Target – Focus Technique

✦ Sharpen your message According to research

cited by the

people normally remember only three to five

points from any communication So keep it short and sharp.

✦ This is especially true for e-mail or memo "If

someone taped a $20 bill to the second page of every memo in America ," says Galbreath,

"nobody would ever find one."