BasicsOfEffectiveCommunicationToolkit

Basi csofEf f ecti ve Communi cati on

Tool ki t

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Basics of Effective Communication QuicTool

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Assessing Your Communication Skills Rate your communication skills to help you identify opportunities for improvement. Place a check mark in the appropriate box following each statement.

Very Good = You are satisfied with your present level of skill.

Adequate = Although you are not totally satisfied with your skill level, you can get by.

Needs Improvement You are not satisfied with your skill in this area and want to improve. = Very good

Adequate

Needs Improvement

1. My voice is clear and easily heard when I speak.

2. I pronounce words clearly and distinctly.

3. I vary the pitch of my voice when I speak. (I am not monotone.)

4. I place a clear emphasis on important points by changing my volume and tone.

5. My voice tone is usually friendly and enthusiastic.

6. I vary my pace to match the requirements of the situation.

7. I use correct grammar.

8. I use common, every-day words.

9. My speech is free of jargon except in appropriate groups.

10. I use short, simple sentences.

11. I monitor my own nonverbal behavior.

12. I am alert to nonverbal cues from others.

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Communication QuicTool

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13. I adjust my vocabulary to meet the needs of my audience.

14. I monitor the impact of my own beliefs and values.

15. I ask clarifying questions.

Very good

Adequate

Needs Improvement

16. I am sensitive to cultural and other differences in communication.

17. I am sensitive to status differences when I communicate.

18. I listen for both words and connotations.

19. I maintain eye contact with the speaker in a conversation.

20. I identify and remove as much noise as possible when I communicate with someone.

Strengths:

Areas to Improve:

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Basic of Effective Communication QuicTool

Performance Plan Part I—Training Objectives (To be completed at the beginning of the course)

Course: _______________________________ Date: ____________________ 1. My motivation for developing this particular skill at this time: (Check all that apply.)

 I need it to do my job right now.  I have received feedback that I need to develop this skill from: My administrator or supervisor My personal assessment of my skills Colleagues or others The school system has identified this as an essential skill.

I have recently been given new responsibilities that will require this skill.

I want to prepare for a new career opportunity, and I know this skill will help me.

I have developed a performance improvement plan with my administrator or supervisor, and this skill is part of that plan.

Other: _________________________________________________________ _______________________________________________________________   

    

2. My training objective(s): ________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 3. My desired performance results: _________________________________________ _____________________________________________________________________ Planning discussion (optional)

Notes:

My signature: ________________________________________________ Date: ____________ Administrator or Supervisor’s signature: ____________________________ Date: ____________

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Basic of Effective Communication QuicTool

Performance Plan Part II—Action Plan (To be completed at the end of the course)

My experience level with these skills is:

None

High

Medium

If I have used these skills in the past, what have I done well? __________________________________ __________________________________ __________________________________ __________________________________

What problems have I had?

Low

__________________________________ __________________________________ __________________________________ __________________________________

What did I learn from this course that will be particularly helpful? ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ How will I apply what I have learned?

Action

When

________________________________________ ________________________________________ ________________________________________ Roadblocks I can anticipate: ________________________________________ ________________________________________ ________________________________________ I will measure my success by: Result or outcome __________________________________ __________________________________ __________________________________ __________________________________

_______ _______ _______

With whom ________ ________ ________

Completed _________ _________ _________

How I can prevent, avoid, or overcome the roadblock: ____________________________ ____________________________ ____________________________

Remarks ________________________ ________________________ ________________________ ________________________

Date _______ _______ _______ _______

Planning discussion (optional)

Notes:

My signature: ________________________________________________ Date: ____________ Administrator or Supervisor’s signature: ____________________________ Date: ____________

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Basics of Effective Communication QuicTool

Basics of Effective Communication Performance Feedback Document

The value of training comes as you improve your performance on the job by applying what you have learned. Here are some suggestions for using the Performance Feedback Document to monitor and assess your application and mastery of these skills.

1. Immediately after taking the training course, complete the Performance Feedback Document to get a baseline on your current skill level in this area.

2. After you have had a chance to practice the skills and use the QuicTools, use the Performance Feedback Document periodically in one or a combination of these ways: Complete the Performance Feedback Document as a selfassessment to increase your own awareness of your skill level. Develop a personal plan to help you build on your strengths as you improve your overall competence in this area.

Meet with an administrator to discuss your skill level on each item. This will allow him or her to give you specific feedback, reinforce your strengths, and determine where you need additional coaching or development.

Copy the Performance Feedback Document and distribute it to those with whom you use the skill. This multi-rater input can give you useful feedback on how others perceive your skill and direct you to areas of strengths and potential improvements. This feedback may also be used to complement your school’s 360 degree feedback process, if you have one.

May be reproduced for personal use.

Basics of Effective Communication QuicTool

Performance Feedback Document— Basics of Effective Communication Date:__________________________________ For each question below, indicate on a scale of 1 to 5 how well you communicate effectively.

UNDERSTAND the Communication Process How well do I: 1. Recognize and account for five elements of effective communication?

2. Recognize and account for disruptive influences in my communication?

3. Actively seek to evolve a common understanding of messages?

SEND Clear and Consistent Messages How well do I:

Not well

Fair

Very well

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Not well

Fair

Very well

4. Consistently select appropriate words to convey my messages?

5. Make sure my nonverbal behaviors are generally consistent with my verbal messages?

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5

6. Use various communication modes appropriately?

7. Consider and accommodate diversity in my communication?

ACTIVELY SEEK to Understand How well do I:

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Not well

Fair

Very well

8. Recognize and account for my own perceptual influences?

9. Use effective listening skills?

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10. Try to prevent misunderstandings by confirming that what I understand is the same as what I meant?

1

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5

What I do well:

How I would like to improve:

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Basics of Effective Communication QuicTool

Basics of Effective Communication Performance Checklist

Understand the Communication Process  Understand the elements of sender, receiver, and message.  Recognize disruptive factors and noise.  Check surroundings before communicating.  Identify personal perception and the impact of personal beliefs.  Identify how the situation may distort messages.  Use nonverbal skills.  Ask for and seek feedback if you’re the sender.  Provide feedback if you’re the receiver.

Send Messages that are Clear and Consistent  Select the appropriate words, avoiding slang, regional terms, jargon, or other unique words.  Use specific and concrete words familiar to the receiver.  Use supportive nonverbal cues that are consistent with what is being said.  Display a positive and confident image.  Determine the most appropriate method of communication.  Document important issues in writing.  Use the telephone and email appropriately.  Recognize possible cultural, gender, and status differences.  Avoid stereotypes and use politically correct language to show sensitivity.  Recognize the situation and location to determine level of formality.

Actively Seek to Understand  Recognize any perceptual influences as well as the impact of beliefs and values.  Pay close attention to what is said, seeking to understand connotative meanings.  Be sensitive to the needs of others and ways to tactfully help them communicate their message.  Ask clarifying questions to prevent misunderstanding.  Confirm shared meanings through active listening and feedback.

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Basics of Effective Communication QuicTool

Discovering your Own Perceptual Screens What are the perceptions I have about some of the people with whom I communicate?

At home: List names of people below

My perception

How is this impacting my communication with this person?

At work: List names of people below

My perception

How is this impacting my communication with this person?

My perception

How is this impacting my communication with this person?

In other areas of my life: List names of people below

Perceptions that I want to overcome because they are interfering with my communication:

Perception

About whom or what:

What I plan to do:

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Basics of Effective Communication QuicTool

Checklist for Listening Here are some things you might want to keep in mind when listening: When the other person is speaking I am…  Not thinking about what I am going to say next while the other person is talking  Making eye contact  Paying attention to non-verbal clues  Leaning forward or toward the person  Responding with follow-up questions  Rephrasing the comments and ideas  Smiling or giving a nod to respond

When the other person is speaking I am not…  Interrupting  Day-dreaming about the weekend  Looking at my watch  Fidgeting  Falling asleep  Making negative expressions  Anticipating what the other person will say next  Planning my next fishing trip

May be reproduced for personal use.

Basics of Effective Communication QuicTool

Using Nonverbal Skills Effective communicators use nonverbal behaviors to support and reinforce what is spoken. Here are some examples of nonverbal skills.

Eye Contact: Use eye contact to: Show interest and acceptance Show approval Reinforce behavior that you want to see repeated Show concern Direct attention to a person or an object Demonstrate that you are listening Demonstrate confidence and certainty Withhold eye contact to: Show disinterest Show disapproval Discourage undesired behavior Show lack of concern Body Position: A closed body position (standing or sitting with your arms crossed and held tight to your body) may be interpreted by others as showing disapproval, disinterest, or insecurity.

Use this position to communicate any of those messages.

An open body position (keeping your face up and forward, and leaning the front of your body forward) is seen by others as showing interest, confidence, openness. Use an open position to convey these messages.

A formal position, (standing or sitting with your body very straight, and keeping the elbows close to the body; feet and knees together) is used to communicate something serious and important. However, be careful if you use this position often. Others may interpret it to mean that you are nervous, unapproachable, or uncomfortable.

An informal position (standing or sitting in casual positions, leaning, hand resting on something) communicates that you are relaxed and at ease. This encourages the other person to be more open and participative. However, as a rule, it should not be used in formal settings.

Body Level: A standing person usually has a more commanding presence than someone who is sitting. Maintaining the same level (sitting or standing) communicates equality.

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