Successful Communications: Old and New Ways

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Successful Communications Old and New Ways

• Dave Magee, CPIM CIRM CSCP
• Bluegrass

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Communication

• Exchange of ideas, information, facts or meaning
• Requires feedback to be effective

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Model of Communication
Decoding
Encoding
Message Medium
Noise
Sender
Receiver
Encoding
Decoding
Feedback
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Effective Communication

• Relationship between sender and receiver is the
  key to effective communication
• Focus on accuracy
• The ability to transmit clear and precise
  messages.

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Communication Media

• Face-to-face (includes meetings)
• Phone
• Video conferencing
• E-mail
• Electronic newsletter
• Website
• U.S. mail
• Flyers, pamphlets, brochures

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How to Communicate When You Want...

• Oral Communication
• Clarification
• Opportunity for feedback
• Speed/timeliness
• Easier to do
• Support or ideas
• Emotional impact

• Written Communication
• Documentation
• Precision of the message
• Standardized message
• To cover important or detailed items

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Recipients of Chapter Communication

• Chapter members
• Potential members
• Students in APICS courses
• Local businesses
• Education partners
• Chapter board
• District leadership
• National leadership/office

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Problems in Interpersonal Communication

• Defensiveness
• Inarticulateness
• Hidden agendas
• Status
• Environment
• Hostility

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Problems with Electronic Communication

• Reliance on technology
• Dominance of e-mail
• Less face-to-face communication
• Too much information, low quality
• No content to information, lacks meaning
• Interpretation of information depends on
  relationships with sender

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Effective Listening

• Essential to effective communication.
• Individuals usually understand about a fourth of
  what is communicated.
• Four Types of Responses
• Advising
• Deflecting
• Probing
• Reflecting

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LADDER Formula

• L - Look at the person.
• A - Ask questions.
• D - Dont interrupt.
• D - Dont change the subject.
• E - Emotions. Control them.
• R - Respond to other speakers.

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Board CommunicationsCoaching and Counseling

• Coaching
• giving advice, direction or information to
  improve performance
• focuses on abilities
• Counseling
• helping someone understand and resolve a problem
  him/herself by displaying understanding
• focuses on attitudes

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Rules for Effective Communication

• Relate to others needs if possible.
• Use simple straightforward language.
• Keep sentences short.
• Get to the point quickly.
• Verbal communications.
• Get listeners to acknowledge their understanding
  via feedback.
• Be aware of tone and body language when
  speaking.
• Remember the SPEAKER has responsibility for
  clarity.
• Written communications.
• Write from the viewpoint of the READER.

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Successful Communications Old and New Ways

• Wilfred Cargol, CPIM
• Yovan Medina
• Puerto Rico Chapter

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APICS PUERTO RICO CHAPTERSuccessful Communication
Ways we Communicate

• Web Page
• Web Forms
• E-mail
• Phone
• Network (PDMs, conferences, classes, etc.)
• Surveys
• Affirmative Action

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APICS PUERTO RICO CHAPTERSuccessful Communication
Ways we Communicate
PROS
Web Page Web Forms E-mail Phone Network
Surveys Affirmative Action

• The information is always available.
• Reduce sthe constant intervention of the chapter
  officers
• Works as an information base for the chapter
  officers
• Could be the first impression of your chapter
• Contains tools to help the membership solve or
  fill their needs

CONS

• Constant Maintenance

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APICS PUERTO RICO CHAPTERSuccessful Communication
Ways we Communicate
PROS
Web Page Web Forms E-mail Phone Network
Surveys Affirmative Action

• Convenient for members to contact the chapter
  directly from the web-page
• You can have as many as you need
• They can be created for special events
• The information can be used to update the
  database or mailing list

CONS

• Can generate a lot of SPAM e-mails

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APICS PUERTO RICO CHAPTERSuccessful Communication
Web Forms
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APICS PUERTO RICO CHAPTERSuccessful Communication
Web Forms
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APICS PUERTO RICO CHAPTERSuccessful Communication
Web Forms
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APICS PUERTO RICO CHAPTERSuccessful Communication
Web Forms
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APICS PUERTO RICO CHAPTERSuccessful Communication
Ways we Communicate
PROS
Web Page Web Forms E-mail Phone Network
Surveys Affirmative Action

• You can set the time you want or can check the
  e-mails
• Allows you to find the information, or verify it
• You can kept track of your contacts and events
• You can create addresses under the same account
• Allows you to create sub folders to store
  information

CONS

• It could create delay in the communication
  process, specially if there are filters,
  firewalls or spam protection.

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APICS PUERTO RICO CHAPTERSuccessful Communication
E-mail
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APICS PUERTO RICO CHAPTERSuccessful Communication
E-mail
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APICS PUERTO RICO CHAPTERSuccessful Communication
Ways we Communicate
PROS
Web Page Web Forms E-mail Phone Network
Surveys Affirmative Action

• Direct contact with a chapter officer
• You can solve a situation with a simple call
• You can set a voice-mail in case you are not able
  to answer

CONS

• Time consuming

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APICS PUERTO RICO CHAPTERSuccessful Communication
Ways we Communicate
PROS
Web Page Web Forms E-mail Phone Network
Surveys Affirmative Action

• Meet the people face to face
• Attendees feel more committed
• New ideas
• Opportunity to invite members to become part of
  the BOD

CONS
(PDMs, conferences, classes, etc.)

• Time consuming
• Planning People involvement

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APICS PUERTO RICO CHAPTERSuccessful Communication
Ways we Communicate
PROS
Web Page Web Forms E-mail Phone Network
Surveys Affirmative Action

• Honest feedback
• Opportunity to improve
• Identify hidden or unseen problems
• Generate an action plan for the next period or
  year

CONS

• Little of feedback

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APICS PUERTO RICO CHAPTERSuccessful Communication
Surveys
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APICS PUERTO RICO CHAPTERSuccessful Communication
Surveys
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APICS PUERTO RICO CHAPTERSuccessful Communication
Ways we Communicate
PROS
Web Page Web Forms E-mail Phone Network
Surveys Affirmative Action

• It gives the message that the chapter is a living
  entity
• Members feel they are part of the chapter
• IContributes to complete sections of the C-Bar

CONS

• No cons

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APICS PUERTO RICO CHAPTERSuccessful Communication
How to Organize your Web Page And How your Web
Page helps you to organize your Chapter
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APICS PUERTO RICO CHAPTERSuccessful Communication
How to Organize your Web Page And How your Web
Page helps you to organize your Chapter
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