EDUCATIONAL LEADERSHIP

(EDUC. 207)
DANILO C. DEL ROSARIO Dr. EUNICE P. ORZAME
Reporter Professor

Effective Communication

Effective Communication is about more than just exchanging information. It’s about understanding the
emotion and intentions behind the information.
- Effective communication occurs when there is shared meaning. The message that is sent is the
same message that is received. There must be a mutual understanding between the sender and
the receiver for the transmission of ideas or information to be successful.
- Talking with others in a way that facilitates openness, honesty and cooperation.

Effective communication is a part and parcel of any successful organization. Any communication should
be free from barriers so as to be effective.

7 C’s and 4 S’s of Communication In any organization helps the sender in transmitting his message with
ease and accuracy.

1. Credibility. Once the credibility of the sender is established, the receiver accepts his message
as truthful and honest.

2. Completeness. Communication is complete if it conveys all the facts and there is no missing
information required by the receiver.

3. Clarity. Absolute clarity of ideas adds much to the meaning of the message. A clear message
makes use of exact, appropriate and concrete words.

4. Correctness. A correct message has greater impact on the audience. In effective

communication, the message is exact, correct and well-timed.

5. Consistency. The approach to communication should, as far as possible, be consistent. There

should not be too many ups and downs that might lead to confusion in the mind of the receiver.

6. Concreteness. Concrete and specific expressions are to be preferred in favor of vague and
abstract expressions. Concrete message is supported with specific facts and figures. It makes use of
words that are clear and build the reputation and concrete messages are not misinterpreted.

7. Conciseness. Quantum of information should be just right, neither too much nor too little.
Concise communication is both time-saving as well as cost-saving. It underlines and highlights the main
message as it avoids using excessive and needless words. Concise communication provides short and
essential message in limited words to the audience. A concise message is more appealing and
comprehensible to the audience and is non-repetitive in nature

An understanding of the 4 S’s is equally important.

1. Shortness. It is often said that “Brevity is the soul of wit”. If the message can be made brief,
then transmission and comprehension of messages is going to be faster and more effective. Flooding
messages with high sounding words does not create an impact.

2. Simplicity. Using of simple words and ideas reveals clarity in the thinking process. Using simple
terminology and equally simple concepts is essential.
 2. Strength. The strength of a message emanates from the credibility of the sender. If the sender
himself believes in a message that he is about to transmit, there is bound to be strength and conviction
in whatever he tries to state..

3. Sincerity. Is a crucial element to an effective communication. Sincerity implies connection to

the sender’s beliefs, needs, and wants while at the same time being open to other’s worlds.

Mechanics of Communication
In order to formulate powerful communication statements and get your message across with
influence, you firstly need to step back and analyze the mechanics of communication.

Communication can be broken-down into three core areas.

1. The Communication Components

The components of communication separate into 3 points.
- These are words, tone and non-verbal, or normally referred to as body language.
- According to some experts, words equate to approximately 7% of the message, tone 35% and
Non-verbal 58%.
2. The Communication Message
- The communication message can be separated into 2 independent parallel messages that are
being sent.
- The information message and the emotional response message.

- The information message comprises of the words and facts, while the emotional response
message comprises of the emotions you are conveying in the message.

3. The Communication Process

- The third core area of communication relates to the systematic way communication works.

1. Producing and sending the message

2. Receiving and interpreting the message
3. The giving and receiving of feedback.

Communication Complexity

- Is the amount of communication required to complete a process or achieve an objective. In the

context of an organization, communication complexity is a function of the number of people
involved in a process.
- Communication complexity can be approximated as the number of potential unique
conversations that can occur in a group. if you have two people, only one type of conversation
can occur. However, if you have 4 people, there 6 unique communication paths.

Information and communication technologies (ICT)

The impact of ICT on what is learned

a. competency and performance-based curricula
b. information literacy

The impact of ICT on how students learn

a. Student-centered learning
b. Supporting knowledge construction

The impact of ICT on when and where students learn

a. Any place learning
b. b. anytime learning
Transactional Analysis is the method for studying interactions between individuals.
It is important to note that when analyzing transactions, one must look beyond what is being said.
According to Dr. Berne, one must look at how the words are being delivered (accents on particular
words, changes in tone, volume, etc.) as the non-verbal signs accompanying those words (body
language, facial expressions, etc.). Transactional Analysts will pay attention to all of these cues when
analyzing a transaction and identifying which ego states are involved.

According to Dr. Mehrabian, when an individual is speaking, the listener focuses on the following three
types of communication:

Actual Words – 7%
The Way words are delivered (tone, accents on certain words, etc.) – 38%
Facial expressions – 55%

Negotiation and Conflict Resolution

-Negotiation is a method by which people settle differences. It is a process by which compromise
or agreement is reached while avoiding argument and dispute.

The process of negotiation includes the following stages:

1. Preparation

-Before any negotiation takes place, a decision needs to be taken as to when and where a
meeting will take place to discuss the problem and who will attend. Setting a limited time-scale can also
be helpful to prevent the disagreement continuing.

2. Discussion

-During this stage, individuals or members of each side put forward the case as they see it, i.e.
their understanding of the situation.

-Key skills during this stage include questioning, listening and clarifying.

3. Clarification of goals

-From the discussion, the goals, interests and viewpoints of both sides of the disagreement need
to be clarified.

-It is helpful to list these factors in order of priority. Through this clarification it is often possible
to identify or establish some common ground. Clarification is an essential part of the negotiation
process, without it misunderstandings are likely to occur which may cause problems and barriers to
reaching a beneficial outcome.

4. Negotiate towards a Win-Win outcome

This stage focuses on what is termed a 'win-win' outcome where both sides feel they have gained
something positive through the process of negotiation and both sides feel their point of view has been
taken into consideration.

A win-win outcome is usually the best result. Although this may not always be possible, through
negotiation, it should be the ultimate goal.

Suggestions of alternative strategies and compromises need to be considered at this

point. Compromises are often positive alternatives which can often achieve greater benefit for all
concerned compared to holding to the original positions.

5. Agreement

-Agreement can be achieved once understanding of both sides’ viewpoints and interests have
been considered.

-It is essential to for everybody involved to keep an open mind in order to achieve an acceptable
solution. Any agreement needs to be made perfectly clear so that both sides know what has been
decided.

6. Implementation of a course of action

- From the agreement, a course of action has to be implemented to carry through the decision.

How to Handle Conflict in the Workplace

1. Clarify what the disagreement is. Clarifying involves getting to the heart of the conflict. The goal
of this step is to get both sides to agree on what the disagreement is. To do this, you need to
discuss what needs are not being met on both sides of the conflict and ensure mutual
understanding. During the process, obtain as much information as possible on each side’s point
of view. Continue to ask questions until you are certain that all parties involved (you and those
on either side of the conflict) understand the issue.
2. Establish a common goal for both parties. In this step of the process, both sides agree on the
desired outcome of the conflict. “When people know that they’re working towards the same
goal, then they’re more apt to participate truthfully to make sure that they reach that end goal
together.” Kimberly A. Benjamin explained in a recent BLR webinar. To accomplish this, discuss
what each party would like to see happen and find a commonality in both sides as a starting
point for a shared outcome. That commonality can be as simple as “both sides want to end the
conflict.”
3. Discuss ways to meet the common goal. This involves listening, communicating, and
brainstorming together. Continue with both sides working together to discuss ways that they can
meet the goal they agreed on in step 2. Keep going until all the options are exhausted.
4. Determine the barriers to the common goal. In this step of the process, the two parties
acknowledge what has brought them into the conflict and talk about what problems may prevent
a resolution. Understanding the possible problems that may be encountered along the way lets
you proactively find solutions and have plans in place to handle issues. Define what can and
cannot be changed about the situation. For the items that cannot be changed, discuss ways of
getting around those road blocks.
5. Agree on the best way to resolve the conflict. Both parties need to come to a conclusion on the
best resolution. Start by identifying solutions that both sides can live with. Ask both sides and see
where there is common ground. Then start to discuss the responsibility each party has in
maintaining the solution. It’s also important to use this opportunity to get to the root cause to
ensure this conflict will not come up again. “A lot of times when we try to fix problems, we get so
caught up in fixing it that we do not identify what we need to do so it doesn’t happen.” Benjamin
cautioned.
6. Acknowledge the agreed upon solution and determine the responsibilities each party has in
the resolution. Both sides need to own their responsibility in the resolution of the conflict and
express aloud what they have agreed to. After both parties have acknowledged a win-win
 situation, ask both parties to use phrases such as “I agree to…” and “I acknowledge that I have
responsibility for.”

Meetings are typical – even a necessity – for any organization. They are opportunities for members of
the team or the company to exchange ideas and discuss objectives.

-Some employees may think that meetings are completely unnecessary, but if you hold an
effective meeting, you can fulfill your goals while saving time, money, and talent.

- According to a study by the American Management Association, effective meetings can

accomplish many things for the company, such as:
1. Conflicts are resolved

Problems and issues are always evident within the team, and they can negatively affect the way
employees do their daily tasks. Properly managed meetings can be a venue for team members to share
their side of the story. Once a resolution is reached, employees can apply it to other similar situations to
avoid repeating the problem.
2. Better decisions are made

A good leader realizes that employees should be included in the decision-making process. A major
decision will not work unless company members understand why it is being made. Through meetings,
members can ask about issues concerning the change and have them clarified.

3. Team members realize their importance

Project goals are always discussed in meetings. As a team leader, you can explain to your team members
how their tasks contribute to the overall goal. When tasks and goals are clear, employees are more
motivated to work because they realize their importance in the company.

4. Time, effort, and money are well spent

As decisions are made faster and employees are more engaged in their work, important company
resources are put to good use. You don’t have to conduct more meetings just to resolve an issue or re-
explain project goals.

Interviews
Interview is an important selection technique where there is two-way exchange of information either on
one-to-one basis or by an interview panel. The interview gets important information from the
candidates and can also judge whether or not they can fit into the organization culture.

Interview is a two-way conversation. It is a personal form of communication between two people. It is a

beneficial process for both the interviewer and the interviewee. The interviewer tells the applicant
about the job preview and helps the interviewee make his mind about whether or not he wants to take
that job. Though conducting interviews is not based on fixed rules, certain guidelines for the interviewer
and interviewee can make interview an effective process.

Features of Interview:
1. It is face-to-face interaction between interviewer and the interviewee.
2. It has a definite purpose known to both the parties.
3. It is generally based on pre-structured questions to be asked in a defined manner.
Importance of Interview:
1. Interview helps in selecting the candidate most suitable for the job.
2. It provides the candidate information about the organization and the job for which he applied.
3. Interview helps in knowing details about candidate’s personality.
4. It is a method of direct contact between the employer and the candidate. Employer can observe
physical characteristics of the candidates. It helps managers to check authenticity of details in the
application form.
5. It helps interviewer and the interviewee know each other in detail. Complete information about the
company can be given to the candidate and negotiations on salary and other terms can be made.

THANK YOU AND MAGANDANG BUHAY!