Effective communication

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Effective communication
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Introduction

• Why communication?
• A PhD/DPhil is about
• training
• developing opinions
• seeking other views
• giving value to all stakeholders
• making an original contribution

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Overview

• This session will cover
• relevance of effective communication to project
  management
• techniques for improving communication skills
• chances to practise
• planning

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Relevance

• Essence of a PhD/DPhil
• Other benefits
• build and maintain professional relationships
• improve impact of research/work and self
• career development

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Defining communication

• If a message or idea has to be conveyed, how does
  it happen?
• How many different types or styles of
  communication can you identify that relate to
  your research project?
• Of these, which are you likely to use when
  managing your research?

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Styles include

• To a lesser extent.
• website
• memo
• CV/application form
• sales pitch
• press release
• newspaper/magazine article
• instructions/manual

• speaking face to face
• telephone
• meetings minutes
• progress reports
• formal presentations
• email
• letters

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Common themes

• Your communication method must suit your message
• Your message and delivery must be tailored to the
  audience
• Both benefit from preparation

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Where do problems lie?

• What goes wrong with communication?
• Think of communication problems you have
  experienced in your research
• Report back

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Problems

• misunderstanding message
• delivery ambiguous
• audience not listening
• different perspectives
• broadening thinking on the topic GOOD, but
• .. seriously opposing sides can experience
  communication breakdown
• not knowing responsibilities
• dont act as a result of communication, so it has
  failed

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Communication problems

• Dont assume your message has been understood
• It isnt just about WORDS
• you can deliver the message in other ways
• Be aware of the audience
• look for non-verbal signs
• listen to the response
• question and clarify

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Activity

• Pair up (if you are a group of three, one of you
  acts as an observer)
• Read the activity outline
• Activity
• Discuss in pairs/group and report back

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Non-verbal communication
gestures eye contact facial expression body
language attention
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Listening

• Involve the listener to
• increase
• understanding
• recall
• discussion of ideas
• commitment
• minimise
• misinterpretation
• missed opportunities
• disenfranchisement
• confusion

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Activity

• Pair up (if you are a group of three, one of you
  acts as an observer)
• Read the activity outline
• Activity
• Discuss in pairs/group and feedback

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The monthly meeting .
I really want to talk about Smith and Jones new
papereverythings going fine, isnt it? I think
there are some interesting implications..
Im sure there was something else.
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Hijacking

• Dont let yourself be hijacked!
• decide what you need to say
• listen to the response, but retain control
• decide what your ideal outcome is - and work at it

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Communication strategy first stage

• Have an aim
• What do you want to achieve?
• In groups or pairs, choose one of the following
  common situations faced by research students and
  decide what you would want to achieve

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Possible topics

• Progress meeting with supervisor
• Approaching technician for help
• Feel free to suggest others!

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Communication strategy second stage

• Consider your audience
• Why do they think they are there?
• In your groups or pairs, work out what the agenda
  or perspective is of the person receiving your
  communication

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Considering the listener

• To decide what to tell your audience and how to
  tell it,
• you must consider
• what they already know
• so you know what to leave out
• what they need to know
• so you know what to include
• what they want to know
• so you emphasise the points that will be of real
  interest

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Communication strategy third stage

• Work out what to say
• Be sure to address any mismatch between your aims
  and those of your listener(s)!

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Outline

• What is the aim of your communication?
• Why is this of interest?
• What information do you need to tell the story?
• Scientific and technical information must be
  presented SIMPLY

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Into practice

• How would you apply this to the meeting with a
  new project student?
• Your aim to get student project started and
  minimise disruption to own work
• Audience aim to get started and use you as a
  source of help and information

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• What to present
• outline of project
• reading material to get started
• list of what you expect them to understand by
  next meeting
• times you are available
• How to present
• relaxed?
• friendly?
• assertive?
• Use active listening techniques

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Common mistakes in communication

• Failing to prepare
• Using jargon
• Including irrelevant information
• A lack of clear objectives
• Failing to meet the audiences needs
• Not ensuring the message is heard

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Taking this forward

• Use the Development Plan in the handout as a
  template to improve your communication
• Set some goals now and enter them in your plan
• Identify a situation in the near future when you
  can apply effective communication