ORGL3311-YBU-L5- Jan 6.pdf

Organizational Leadership (ORGL3311) Dr. Ravi Shankar Visiting Prof https://www.linkedin.com/in/ravi-shankar-70584b1/ Fifth Session Jan 6th , 2024 • Leading with effective communication Faculty Profile : Dr. Ravi Shankar INTRODUCTION • Background: PhD - Econometrics, Entrepreneur, Start-up Me...

Organizational Leadership (ORGL3311) Dr. Ravi Shankar Visiting Prof https://www.linkedin.com/in/ravi-shankar-70584b1/ Fifth Session Jan 6th , 2024 • Leading with effective communication Faculty Profile : Dr. Ravi Shankar INTRODUCTION • Background: PhD - Econometrics, Entrepreneur, Start-up Mentor, Social Impact Investor, Data Science Thought Leader, Senior Venture Partner & Visiting Prof (AI-ML) • Current Focus: AI adoption in Business, Deep Learning, XAI, ML Operations, Design Thinking, OB, Leadership & Strategy • Sectoral Exposure: multiple sectors straddling BFSI / Pharma / Manufacturing / Retail / Tech • Overall Experience : 30 Yrs. • • Visiting Prof in leading universities worldwide Digital Transformation consultant to Fortune 500 firms globally Organizational Leadership: Learning Journey Eight sessions of one hour each Introduction to Organizational Leadership Leadership Theories 9th Dec 2023 16th Dec, 2023 9:30 pm IST 9:30 pm IST Leading High Resolving Leadership Performance Leading with Conflict and Effective Teams and Diversity Communicati Negotiation on th 30 Dec, 23rd Dec, 2023 th 6th Jan, 2024 9:30 pm IST 2023 9:30 pm IST 9:30 pm IST 13 Jan, 2024 9:30 pm IST Strategic & Operational Leadership Leading a Diverse Workforce 20th Jan, 2024 9:30 pm IST 27th Jan, 2024 9:30 pm IST Foundations of Communication Leadership Communication Inclusive Leadership Stakeholder Communication Communication Technologies Ethical and Legal Aspects Writing like a Leader Leading with Effective Communication Effective communication is the cornerstone of successful leadership. It involves understanding the intricate processes of communication, both verbal and nonverbal, and actively listening to others. This foundation sets the stage for impactful leadership and lays the groundwork for fostering a communicative and thriving work environment. Transformational leaders are exceptional communicators • • • • • • • • • • Use short words to talk about hard things Choose sticky metaphors to reinforce key concepts Humanize data to create value Make mission your mantra to align teams HBR – Carmine Gallo Nov 2022 Brené Brown: Seek strength in vulnerability Scott Kelly: Common ground brings teams together Michelle Obama: Be authentic, humorous and human Indra Nooyi: Don’t pretend it’s OK if it’s not Slack – June 2019 Foundations of Communication 1 Understanding the Communication Process Effective leadership communication begins with a solid understanding of the communication process. This involves comprehending the different elements such as encoding, decoding, feedback, and noise. 2 Verbal and Nonverbal Communication Leaders must be adept at both verbal and nonverbal communication to convey their messages clearly. Understanding body language, tone, and gestures is crucial for effective communication. 3 Active Listening Active listening is an essential skill for leaders. It involves fully concentrating, understanding, responding, and remembering what is being said while demonstrating genuine interest in the speaker's words and emotions. Leadership Communication Strategies for Effective Leadership Leadership Communication Managing Difficult Conversations Effective leadership communication navigate tough conversations, address strategies involve the ability to conflicts, and guide the discussion articulate a clear vision, build rapport, towards constructive outcomes. Leaders must have the skills to and inspire action among team members. Giving and Receiving Feedback The art of giving and receiving feedback is crucial for fostering continuous improvement, building trust, and enhancing the overall performance of the team. Inclusive Leadership 1 Fostering Diversity, Equity, and Inclusion through Communication 2 Cultural Competence Understanding and 3 Addressing Unconscious Bias respecting cultural Leaders need to be differences is key to aware of and actively Inclusive leadership fostering an inclusive address unconscious requires creating an environment where biases to create an environment where everyone feels inclusive and equitable diverse voices are respected and valued. workplace. heard, valued, and included in decisionmaking processes. Stakeholder Communication Engaging and Influencing Influencing Various Stakeholders Building Trust successful stakeholder Conflict resolution skills are Understanding the diverse communication. Effective vital for managing conflicts needs and perspectives of leaders build trust through that arise among stakeholders is essential for transparent and consistent stakeholders. Effective effective communication and communication. communication helps in relationship-building. Trust is the cornerstone of Managing Conflicts through Communication finding amicable solutions. Communication Technologies Utilizing Digital Communication Tools Ensuring Ethical and Legal Legal Compliance Effective leaders leverage Virtual Collaboration and and Managing Remote Remote Teams digital communication tools Virtual collaboration skills ethical and legal to facilitate seamless and are essential for effectively implications of using efficient collaboration managing remote teams. communication among team members, Leaders need to ensure technologies to ensure the regardless of their physical effective communication privacy and security of location. and coordination in virtual sensitive information. work environments. Leaders must navigate the How Inclusive Leadership and Effective Communication are Intertwined Fostering Inclusivity Empowering Diverse Teams Inclusive leadership requires Effective communication Encouraging Open Dialogue effective communication to strategies are essential to Inclusive leadership relies on create a space where diverse ensure that all team open and transparent voices are heard and valued, members, regardless of communication to build trust enabling collaborative and background, feel empowered and foster an environment innovative environments. to contribute and share their where everyone feels perspectives. respected and included. How to Work Through Everyday Communication Roadblocks 1 3 Active Listening 2 Clarity and Conciseness Developing active listening skills is Communicating with clarity and crucial for overcoming barriers conciseness helps to avoid and promoting understanding in misunderstandings and ensures everyday conversations. messages are effectively received. Empathy and Understanding Cultivating empathy and seeking to understand different perspectives can help navigate communication challenges and resolve conflicts. Strategies to Create Space for Transparent and Authentic Communication Vulnerability and Trust Diversity and Inclusion Feedback and Recognition Creating a space for Embracing diversity and Implementing feedback transparent communication promoting inclusion mechanisms and involves fostering an enables all individuals to recognizing contributions environment where contribute without fear, helps to reinforce an vulnerability is embraced, fostering authentic and environment where allowing for genuine open communication across authentic communication is connections and trust to differences. valued and actively thrive. encouraged. Discover Your Own Communication Strengths Strengths 1 Self-Reflection Take the time for self-reflection to discover your own communication strengths, as well as areas for growth and improvement. 2 Seeking Feedback Seeking feedback from peers and mentors can provide valuable insights into your communication style, helping to enhance your strengths and address any weaknesses. 3 Adapting to Different Styles Adaptability in communication is a valuable strength. Being able to adjust your style to different situations and individuals can improve your overall effectiveness. Conclusion and Key Takeaways Continuous Learning Effective communication and inclusive leadership are ongoing journeys that require continuous learning and development to create positive and impactful relationships. Building Trust Trust is the foundation of authentic communication. It is essential to establish trust to create a safe space for open and transparent dialogues across differences. Empowering Others An important outcome of effective communication and inclusive leadership is the empowerment of others, enabling them to express their ideas and contribute to shared goals. Why Effective Communication Matters Conflict Resolution Productivity Effective communication helps resolve Improved communication leads to conflicts between team members by better cooperation among team promoting mutual understanding and a members, which ultimately leads to positive attitude. better productivity. Working Relationships Effective communication promotes healthy working relationships and helps foster a positive team spirit. Barriers to Effective Communication Language Differences Environmental Technological Language can be a barrier to Distractions, loud noises, and Technical issues such as poor communication, especially in interruptions can make signal, broken devices, and diverse teams where members communication ineffective, slow internet can hinder speak different languages. especially in busy office effective communication, environments. leading to frustration and interruptions. Active Listening Skills 1 Pay Attention Focus on the person speaking and avoid multitasking. Maintain eye contact and avoid interrupting. 2 Clarify and Summarize Paraphrase the speaker's message to ensure that you understood it well, and clarify any points of confusion. 3 Show Empathy Understand the speaker's perspective and feelings and acknowledge them. Use encouraging language and avoid criticism. 4 Respond Appropriately Give feedback and respond with thoughtful, relevant and concise questions and comments. Be respectful and exercise an open-minded approach. Effective Verbal Communication Eye Contact Speak clearly and confidently. Gestures and Facial Expressions Use proper pronunciation and Use appropriate gestures and audience to ensure that they correct grammar. Avoid filler facial expressions to convey are engaged. Avoid staring or words such as “um” and “ah”. your message effectively. looking down and away. Confidence Avoid excessive use of hand gestures or awkward body language. Maintain eye contact with your Effective Written Communication Clarity Precision Use simple and clear language. Avoid Be precise in your language and ideas. excessively long sentences and large Use correct grammar, spelling, and blocks of text. Use proper formatting punctuation. Avoid emojis, slang, or and styles to enhance readability. jargon Tone Use a professional tone in written communication. Avoid being too informal or overly formal. Tailor your style to the audience. Communication Skills for Leading Teams 1 Collaboration Encourage team members to work together to solve problems and achieve goals. Schedule team-building exercises to promote communication and cooperation. 2 Focus on Results Set clear goals and expectations and keep communication focused on achieving results. Make sure team members understand their roles and responsibilities. 3 Open Communication Establish an environment that promotes open and honest communication. Foster trust among team members by encouraging feedback and active listening. Best Practices for Leading with Effective Communication Brainstorming Effective Meetings Troubleshooting Use brainstorming techniques Plan meetings with a clear Encourage team members to to encourage creative thinking agenda and purpose. analyze problems thoroughly and problem-solving. Encourage participation and and identify the root cause. Encourage team members to set ground rules to promote Encourage open share their ideas and provide constructive dialogue and communication and feedback. avoid interruptions or collaboration in finding distractions. solutions. 8 ESSENTIAL LEADERSHIP COMMUNICATION SKILLS - HBS Ability to adapt your communication style This Photo by Unknown Author is licensed under CC BYSA Ability to ask open ended Questions Active Listening This Photo by Unknown Author is licensed under CC BY Empathy Transparency This Photo by Unknown Author is licensed under CC BYSA-NC Open body language Clarity This Photo by Unknown Author is licensed under CC BY-NC-ND Receiving & Implementing Feedback This Photo by Unknown Author is licensed under CC BYNC This Photo by Unknown Author is licensed under CC BY This Photo by Unknown Author is licensed under CC BY 13 KEY STRATEGIES FOR IMPROVING COMMUNICATION SKILLS AS A LEADER – FORBES BIZ COUNCIL – DEC 2021 1. Adapt the Message to your Audience 2. Remember the What, Why and How 3. Host Regular Meetings 4. Cultivate a Safe, Engaged environment 5. Include Employees in Goal setting 6. Be empathetic when communicating 7. Try Personality tests 8. Ask for a third party opinion 9. Share milestones, challenges & victories 10. Be Transparent from the start 11. Know your staff & their roles 12. Enlist professionals to facilitate communication 13. Listen more than you speak The Essential Bond: Communication and Leadership “Writing well is leading well.” —Tim Clark “A leader who cannot communicate well using written words is going to be severely handicapped.” —Mark Shead “Writing is a threshold skill for salaried employment and promotion.” —Bob Kerrey, President New School Univ., NY Writing Helps Leaders t o … 🞂 🞂 🞂 🞂 🞂 Clarify their vision and communicate it more effectively to the entire organization Document their decision-making processes so they can replicate the skill in others Create standards for teams to refer back to Emulate quality communication to instill it in others Project intelligence and thoughtfulness Other benefits include… 🞂 🞂 🞂 🞂 🞂 Being more persuasive and compelling Conveying greater professionalism Enhancing credibility with a sharper message Building rapport Making a better impression on all Benefits to the Organization 🞂 🞂 🞂 🞂 🞂 Saves time, which leads to greater productivity Increases reader understanding Saves money from correcting costly mistakes Shows you care about the quality of your work and your communication Reduces frustration and delays How to Write Like a Leader “Errors always make an impression, and never a good one.” —Author Unknown Common Errors 🞂 🞂 🞂 Company’s v. companies The correct “sounding” word with the wrong spelling (homophones: compliment/complement, to/two/too, principal/-le) Capitalizing All Words In A Heading Accurate Typos 🞂 🞂 🞂 Correct words used incorrectly need human eyes to find If it is not “it is” then it’s not I received generous bonuses for finding the “You v. Your” on a prominent speaker’s site 🞂 Hint: It matters! Common Errors & Confused Words 🞂 🞂 🞂 🞂 Discover your own common errors and use the autocorrect feature to watch for them Use global find/replace to clean up afterwards Refer to the list of common errors at: http://www.grammarmonster.com/common_grammar_errors.htm And commonly confused words at: http://www.grammarmonster.com/easily_confused_words.htm Writing Like a Leader 🞂 🞂 🞂 🞂 It starts before pen hits paper (or fingers hit keyboard) Every moment of planning pays off Be mindful with every type of writing you do: e-mails, blog posts, tweets, LinkedIn updates, business letters, proposals, sales pitches, and client work Your consistency and clarity will build your leadership brand Five Steps to Effective Writing Remember DIGOD 1. Define your purpose 2. Identify your audience 3. Gather information 4. Organize facts 5. Determine format Business-Style Writing 🞂 🞂 🞂 🞂 🞂 🞂 🞂 Has a natural and neutral tone Uses a positive attitude Applies the “you” approach Is organized, concise, and clear Avoids jargon and acronyms Reaches the point and no more Includes a call to action Communication Tips & Strategies Correspondence Tips 🞂 🞂 🞂 🞂 🞂 🞂 Create or use a letterhead template Write down the main point Identify your reader (and spell name correctly) Make a list of the facts and reasons needed to make your point Review that list for relevance; cut out fluff Organize it, and then draft it E - mail Tips for Leaders 🞂 🞂 🞂 🞂 🞂 Reply promptly—ideally within 24 hours Use vacation message if away Add attachment before addressee Proofread multiple times Use correct grammar and spelling E - mail Tips for Leaders, II 🞂 🞂 🞂 🞂 Use closing: Thanks, Regards Create professional signature line Don’t send when angry—wait 24 hours Don’t send thank you to a thank you Social Media Content, Part I 🞂 🞂 🞂 Use DIGOD to compose your content Be concise in your message Start with your main message in first few characters. Often no more than 140 characters are available Social Media Content, Part II 🞂 🞂 🞂 Type your tweets or posts in Word first, so you can spell check and edit Create a series of tweets, blogs, or posts, and edit them all before copying and pasting in If required, submit for review before posting Preparing Reports 🞂 🞂 🞂 🞂 🞂 🞂 🞂 MS Word makes it easy Use report templates Set and use styles for consistency Headings and subheadings create clarity Be consistent with lists (letters, numbers, or bullets) Concise, active language is best Edit, spell check, and proofread Bring in the Experts 🞂 🞂 🞂 If it is not the highest and best use of your time, outsource it Use DIGOD to provide others with what they need to succeed for you When big dollars are on the line, hire a professional editor to review your work Protecting Your Leadership Brand Your Leadership Brand 🞂 🞂 🞂 🞂 Your brand should be congruent with your leadership style (be authentic) What is it you stand for? Who are you and what do you represent? If you represent excellence and quality, is it reinforced by your writing? Errors Diminish Your Dazzle 🞂 Reread, revise, and revamp your first drafts to ensure that your meaning shin through 🞂 Reading your copy out loud can help you find errors 🞂 Spell check, but remember it is not enough 🞂 When your work looks good, you look good Leaders Proof the Important Use some or all of these proofing techniques: 1. Read through once slowly for overall content and meaning; 2. Read out loud and slowly to catch all errors possible; 3. Read a third time focusing on trouble spots; 4. Read document backwards; and 5. Scan the document at arm’s length Wrapping Up 🞂 The most successful leaders are also good communicators 🞂 Leaders who write well will excel 🞂 Effective business writing benefits writers and the organizations for which they write 🞂 Use writing tips to help you write quickly and effectively Wrap Up, Continued 🞂 🞂 🞂 Avoid errors that diminish your dazzle and weaken your (or your company’s) wallet Avoid diluting your brand with poor writing or inconsistent presentation Rely on a second pair of eyes to ensure perfection—the return on objectives may exceed the return on investment, but it always pays off Remember A well-written document is a critical business tool: it can demonstrate expertise and knowledge; influence decision making; win new business; and help to build a brand. —Jo-Rosie Haffenden