Communication in its Theory and Practice PDF

This workshop introduces the importance of communication in its theory and practice. The theory section presents different concepts and tools to be applied in club communication, including public speaking, team building, and conflict resolution. The practice section presents daily technics to be use...

This workshop introduces the importance of communication in its theory and practice. The theory section presents different concepts and tools to be applied in club communication, including public speaking, team building, and conflict resolution. The practice section presents daily technics to be used in regular and leadership meetings. WHAT PARTICIPANTS WILL LEARN 1. How to speak and listen to others, and conflict resolution 2. Role of social media as a tool in club ministry 3. In-club communication, leading a staff meeting, agenda, and minutes 4. Effectively alerting parents and young people to announcements and emergencies 5. Communication from club to the local church 6. Marketing of Adventurer and Pathfinder events to broad audiences Key Bible Texts: Psalm 19:14; Psalm 141:3; Romans 14:19; 1 Thessalonians 5: Sprit of Prophecy “There is power in the communication of knowledge. We may have knowledge, but unless we know how to use the voice correctly, our work will be a failure. Unless we can clothe our ideas in appropriate language, of what avail is our education? Knowledge will be of little advantage to us unless we cultivate the talent of speech; but it is a wonderful power when combined with the ability to speak wise, helpful words, and to speak them in a way that will command attention.” (The Voice in Speech and Song, 13.3) Club Communication Every club has a flow of information and communication happening at various levels. In Adventurers and Pathfinders we have a circle of support where counselors surround the Adventurer or Pathfinder and parents/family are at the center of the circle as the most important since they are the ones working with and serving the young people within their unit. In this context, normally communication will flow from one circle to the next one. Some exceptions can occur, like a club director leading the communication with parents. Within-club Communication: Communication between staff members: agenda of topics, process of the meeting like voting, minutes with decisions taken, assessments (such as area coordinator’s annual visit and survey of staff). Club / Church Communication: Reports for the Church Board at the beginning of the year presenting the plan for that year, reports before and after events and other times when required. Conference registration and reports, church announcements on-time. Club / Community Communication: Marketing of Adventurer and Pathfinder Club regular activities (at the beginning of the year to invite new members) and events like baptisms, Adventurer and Pathfinder Sabbaths, community service, parades, etc. Club / Parent Communication: Promote Adventurer or Pathfinder Club registration and activities for that year, share the Club calendar, communicate any emergency information / plan changes. TIPS ON PUBLIC SPEAKING It is important to be clear and concise. Most speeches have an introduction, body, and conclusion. Usually use a maximum of three points in the body. Remember that even a single point can be enough. An introduction of a paragraph not only briefly introduces the topic, but it also can capture the attention of the audience. A short story, quote, or question can help to engage the audience. The paragraph’s body more fully rounds out the topic. Scriptures and concepts can be introduced. It needs to be practical and relevant to the audience. Finally, the conclusion needs to summarize quickly the relevant points. Occasionally, a short anecdote can help listeners grasp practicality and relevance. It often is better to have a short speech than a longer one. The listeners are more likely to stay engaged and remember the message. a. Length: Plan for the shorter attention spans of younger audiences. b. Delivery: Speak slowly and enunciate, as the words must be able to carry a distance. Often if an individual is nervous, they will tend to speak quickly without even realizing it. Be aware of this and deliberately slow down. Look at the listeners, smile, and be as expressive as appropriate to the message. c. Practice: Practice can help calm the nerves. d. Feedback: Seek a trusted friend to provide honest feedback and remember that this is a learned skill. Many people find public speaking to be difficult. However, most people improve as they continue to utilize this skill. Remember always that you are speaking for the glory of God. This fact can help take the pressure off the speaker’s mind and help to keep the task of public speaking in its appropriate place. TEAM BUILDING AND CONFLICT RESOLUTION Matthew 7:12 “Whatever you want men to do to you, do also to them, for this is the Law and the Prophets.” Romans 14:19 “Therefore let us pursue the things which make for peace and the things by which one may edify another.” 1 Thessalonians 5:11 “Therefore comfort each other and edify one another, just as you also are doing.” An understanding of interpersonal communication skills can help enhance the Adventurer and Pathfinder teams. It can add to the sense of value and purpose of every individual. The manner in which team members communicate with each other will dictate whether the team is being built and strengthened, or whether it is being weakened. An understanding of conflict resolution will help when the inevitable conflicts arise. HEALTHY MANAGEMENT Often conflict can be avoided by clear role definitions, clear expectations, and frequent communication. Regular staff meetings can facilitate the flow of information, problem solving, and evaluation. Healthy conflict management includes focusing the team members on the mission and goals of the organization while respecting and utilizing member’s spiritual gifts. Club ministry has conflicts in relationships. People view things differently. Out of these differences can arise disagreements and conflicts that can result in frustration and anger. The approach people take towards conflict management/resolution can either strengthen or weaken the club. Clear guidelines regarding dealing with conflict can help club members and staff know how to deal positively with issues. Scripture provides us with clear guidelines for conflict resolution: direct communication; speaking the truth in love; and forgiveness. Occasionally, successful resolution of conflict entails separation of club ministry staff, as was the case with Paul and Barnabas, who continued to work for the cause of Christ. THE SEVEN-STEP WIN-WIN MODEL CONFLICT RESOLUTION MODES BY THOMAS-KILMANN 1. Define the issue 2. List your needs 3. Listen to the others’ needs 4. List possible solutions 5. Choose a solution 6. Implement the solution 7. Follow-up The Thomas-Kilmann Model of Conflict Modes can be a useful tool to understand conflict resolution options. This model shows how two factors, assertiveness and cooperativeness, interact when dealing with conflict. Assertiveness is defined as the focus on my needs, desired outcomes, and agenda. Cooperativeness is the focus on others’ needs and mutual respect. An individual may be either very assertive or not assertive when dealing with an issue. If they are not assertive, they may end up avoiding and withdrawing from the situation. Neutrality may be maintained in this situation. However, frustration may increase. An individual who is very assertive may compete to gain victory for the goals that are desired. This results in a win/lose power struggle. Both the competing and withdrawal modes are low in cooperativeness. If cooperativeness is high, there are two other situations that can occur depending on the assertiveness of the individuals involved. If the assertiveness is low, they may accede to the other party, maintaining harmony. This is the accommodating mode. If both assertiveness and cooperativeness is high, this may result in collaboration in which the range of possible options is expanded. The chance for both parties to obtain a win-win situation is the highest. This option may strengthen relationships as well as have the most productive outcomes.  Compromising can happen if assertiveness and cooperativeness are somewhat manifested. This results in solutions that are only minimally acceptable to all. However, it tends to leave relationships undamaged. CONTEXTS FOR COMMUNICATING IN CONFLICT Choose the best time and place. It is best to keep calm when handling conflicts, but if individuals are too angry or unreasonable, then postpone the discussion. Don’t delay it for too long, however, and if others do not bring up the issue again, then take the initiative to solve the problem. Guard against unnecessary interruptions when discussing major issues. Say it straight. State your feelings openly and respectfully through the effective use of I-messages. Speak directly, clearly, and concisely—without anger. Include reasons why you feel the way you do. Explain how you think the problem can be solved and what is at stake. Speak calmly and in as controlled a manner as possible, lowering your voice rather than raising it. Stay on the subject. Stick with one problem until you solve it. The more problems brought up at one time, the less likely that any of them will be solved. Make a rule that additional problems cannot be brought up until the first one has been dealt with. Show respect. You may not agree with your colleague’s position; in fact, you may be vehemently opposed. However, you should still respect their right to have an opinion. Here are some no-no’s: name- calling; wild threats; put-downs concerning ideas, appearance, or intelligence; physical violence; yelling; and interrupting. Words spoken in anger can never be recalled. Consider the long-term effects of a threatening ultimatum or bitter remarks. Speak and listen with respect. INTERPERSONAL COMMUNICATION: HOW TO SPEAK SO OTHERS LISTEN. HOW TO LISTEN SO YOU UNDERSTAND. RULES FOR EFFECTIVE LISTENING Communication utilizes both verbal and nonverbal information. Verbal communication relates to the information carried by the words we use. However, nonverbal communication also conveys a great deal of information. What are examples of nonverbal communication? Our surroundings or environment, posture and movements, our appearance, the tone of our voice, physical touch. 1. Maintain good eye contact. Focus your full attention on your friend. 2. Sit attentively. For a few minutes act as if nothing else in the world matters except hearing what your friend has to say. Block all other distractions from your mind. Lean forward in your chair. 3. Act interested in what you are about to hear. Raise your eyebrows, nod your head, smile, or laugh when appropriate. 4. Be attentive and listen with appropriate phrases to show agreement, interest, and understanding. Your friend wants to know that you understand the ideas they presented. Try to think through what is being said and fit it into your own experience. 5. Ask well-phrased questions. Give encouragement by asking questions that illustrate your interest. TIPS FOR EFFECTIVE SPEAKING 1. Choose the right time to communicate. Your subject may be well-taken, but your timing may be off. If you have something personal to share, don’t unload just as your friend walks in. Select a time when your friend can respond pleasantly. 2. Develop a pleasant tone of voice. It isn’t always what you say, but how you say it that counts. It is soothing to be around someone with a soft, calm voice. Make sure it is easy to listen to you. 3. Be clear and specific. Many misunderstandings arise from muddled talk. Try to think well as you speak, and state clearly what you mean. 4. Be positive. In many homes, 80% of all communication is negative. These families become so used to hearing fault-finding, blaming, judging, name-calling, and other negative elements that such behavior becomes normal. By contrast, be positive and appreciative. 5. Be courteous and respectful of others. You can do this even when you don’t agree. Care as much about their comfort as you do about your own, and be willing to listen. 6. Be sensitive to the needs and feelings of others. Develop patience and sensitivity in responding to what your friend says. If your friend hurts, you can understand the hurt and even hurt with him/her. Tune into the needs and feelings of fear, anger, despair, and anxiety of your friend. Likewise, if your friend is happy over a new development, enjoy that happiness with him/her. 7. Develop the art of conversation. Conversation is an art, and opportunities to develop it should be encouraged. Discussion on interesting topics enriches a relationship. EFFECTIVE METHODS OF LISTENING Emphasis on effective listening is not new, but until recently more emphasis has been placed on the ability and willingness to speak freely than on effective listening. Today, however, some schools teach listening skills along with the “three Rs.” Corporations are encouraging employees to take certain courses to improve their listening skills. Family counselors are teaching people to listen within the family circle. Following are some techniques, suggested by experts, to help you and your friends enhance your listening abilities. Be alert to body language. We communicate by the spoken word, but we also communicate by what we do not say. Fifty-five percent of what we communicate is expressed through facial expressions: a pout, a sigh, a grimace, or a squint of the eyes. Such body language speaks louder than words. Other nonverbal messages are caught through body postures or gestures– a nervous tapping of the foot, tightly clenched teeth, or a motion of irritation. Such behavior patterns offer keys to feelings behind the words and set up barriers before conversation begins. Be a door-opener. A good listening technique is found in responding with a “door opener” or the invitation to say more. These responses do not communicate any of your own ideas or feelings, yet they invite your friend to share their thoughts. Some of the simplest “door openers” are: “I see.” “You don’t say.” “Tell me more.” “I’d be interested in your point of view.” “Tell me the whole story.” In this way you encourage the other person to talk and do not give the idea that you can hardly wait to snatch the conversation away. They convey respect by implying: “I might learn something from you. Your ideas are important to me. I am interested in what you have to say.” Listen actively. “Deliberate listening” is the ability to process information, analyze it, recall it at a later time and draw conclusions from it, but “active listening” hears the feelings of the speaker first and processes information secondarily. Both deliberate and active listening skills are necessary in effective communication but listening with feeling is far more important in relationships. Active listening is particularly useful when you sense your colleague has a problem, such as anger, resentment, loneliness, discouragement, frustration, or hurt. Your first reaction to such feelings may be negative. You may want to argue, defend yourself, withdraw, or fight back. However, in active listening you catch what has been said and then restate what you think the feeling is, not the facts that have been stated. CONCLUSION What we have to share. “’Go therefore and make disciples of all the nations, baptizing them in the name of the Father and of the Son and of the Holy Spirit. Teaching them to observe all things that I have commanded you: and lo, I am with you always, even to the end of the age.’” Matthew 28:19-20. Our source of truth is the Word of God, and our message invites people into a saving relationship with God by sharing the plan of salvation and the blessed hope of Christ’s soon return.