DfI Skills Academy - Day 10 - Building Strong Foundations - Effective Communication

• Construction
• Higher Education (non-degree)

Building Strong Foundations

DfI Skill Academy

Day 10

Tutor: Melody Beattie

Agenda

1. How to Communication: Importance, Techniques and Adaptability
2. Developing Skills for Effective Team Communication
3. Understanding Diversity and Inclusion in Team Culture

Introductions

Please introduce yourself if the spinner lands on your name and tell me

• The first record you bought/downloaded.
• Your teenage celebrity crush.

Provide an example using your own statements to demonstrate how the game works.

"I have climbed a mountain in the Himalayas."

"I speak three different languages fluently."

"I once met a famous movie star."

Ask the group to guess which one is the lie.

Reveal the lie after they guess and explain briefly why it’s not true.

Debrief and Wrap-Up (2 minutes)

After everyone has shared, bring the group back together.

Discuss briefly: "What was the most surprising truth you heard today?" or "Did anyone guess all the lies correctly?"

Thank everyone for participating and highlight any commonalities or interesting facts that emerged.

Session 1:

How to Communicate: Importance, Techniques, and Adaptability

How important is communication in a team?

Very Important

Important

Somewhat Important

Not Important

Aims

• _{Understand the importance of effective communication in team roles.}
• _{Identify and adapt to different communication styles.}
• _{Apply techniques for effective listening and providing constructive feedback.}

What is communication?

The process of transmitting information, ideas, thoughts, and emotions between individuals or groups. It involves the use of verbal, non-verbal, and written methods to convey messages effectively. Communication is a fundamental aspect of human interaction, essential for building relationships, solving problems, and achieving goals.

"The single biggest problem in communication is the illusion that it has taken place."

George Bernard Shaw

Importance of Communication in Teams

Enhances Collaboration and Coordination

Sharing information, ideas and feedback.

People are on the same page and work towards common goals.

Reduces misunderstandings and errors

Facilitates Decision-Making

Allows teams to discuss options, weigh pros and cons, and make informed decisions. 

All perspectives are considered, leading to better outcomes.

Builds Trust and Morale

Open and honest communicate fosters trust and strengthens relationships. 

Enables members to rely on each other and work cohesively.

This builds resilient teams who perform better under pressure. 

Trust also boosts morale, as team members feel valued and understood.

Importance of Communication in Teams

Promotes Innovation

Arises from the exchange of ideas and brainstorming sessions. 

Effective communication encourages the sharing of diverse perspectives, which can lead to creative solutions and innovative approaches.

Prevents and Resolves Conflicts

Conflicts are inevitable in any team, but how they are managed depends on the quality of communication.

Clear communication helps prevent misunderstandings that can lead to conflicts and also provides a means to resolve issues quickly when they do arise.

What challenges have you faced with communication in a team?

The Communication Cycle

The communication cycle is a process that describes the exchange of information between a sender and a receiver. 

Communication Styles

Ways individuals express themselves and interact with others. 

These styles significantly influence personal and professional relationships, as well as conflict resolution and collaboration. 

Assertive communication is direct, honest, and respectful. Individuals with this style express their needs and opinions clearly while respecting others, leading to balanced and healthy interactions.

Aggressive communication is forceful and often disrespectful. People with this style tend to dominate conversations, prioritise their own needs over others', and may come across as confrontational or hostile.

Passive-Aggressive communication combines elements of both passive and aggressive styles. It involves expressing negative feelings indirectly, often through sarcasm, subtle insults, or procrastination, rather than addressing issues directly.

Passive communication is characterised by a reluctance to express one's own needs or opinions. Individuals using this style often avoid conflict and may agree with others to maintain peace, even at the expense of their own needs.

Adapting Your Communication Style

When starting in a new career adjusting communication styles to fit different team scenarios is essential for building relationships, gaining respect, and effectively contributing to the team.

What communication style would you use when seeking guidance or clarification?
Why?

Use a passive or assertive style, depending on the situation. If you're unsure about something, it's okay to be passive by asking questions respectfully and listening carefully. However, if you need specific information, being assertive by clearly stating what you need will help you get precise answers.

What communication style would you use when participating in team discussions?
Why?

An assertive style is ideal here. Share your ideas and opinions confidently, but also listen to others. As a new team member, this shows you’re engaged and willing to contribute, without overstepping.

What communication style would you use when handling feedback?
Why?

When receiving feedback, adopt a passive or assertive approach. Listen carefully without interrupting (passive), and then ask questions or seek clarification if needed (assertive). This shows you value the feedback and are eager to improve.

What communication style would you use when building relationships with colleagues?
Why?

Use a friendly and assertive style. Be approachable and show interest in others, but also be clear about your boundaries and needs. This helps establish mutual respect and a positive rapport with your coworkers.

Techniques for Effective Listening

Active Listening is a communication technique that involves fully concentrating, understanding, and responding to a speaker with the intent to engage and comprehend their message. It's a critical skill for effective communication and collaboration in any setting.

Focus

• Give the speaker your undivided attention.
• Avoid distractions and maintain eye contact.
• Be present and mindful of the conversation.

Feedback

• Show that you are listening through nodding or verbal cues like "I see" or "Go on."
• Paraphrase or summarise key points to confirm understanding.
• Ask clarifying questions if needed.

Responding Appropriately

• Respond thoughtfully, considering the speaker's message and feelings.
• Offer constructive feedback or solutions where relevant.
• Avoid interrupting or rushing the conversation.

What are some barriers you face when trying to listen actively?

Barriers to Communication

• Speaking different first languages, accents and dialects, Clarity of speech, Use of jargon and slang or Literacy and linguistic ability
• Lack of attention, Poor retention, Emotions, Closed mind and filtering, Premature evaluation
• Fear, Anger, Pride, Anxiety
• Noise, Faulty equipment, distance, architecture, time
• Language, cultural norms, values, body language & gestures.

Constructive Feedback

Offering well-informed comments or suggestions to help others improve their performance, behavior, or skills. It is a key tool for personal and professional development.

Be Specific

• Focus on particular actions or behaviors, not general traits.
• Clearly describe what was done well or what needs improvement.

Be Timely

• Provide feedback as soon as possible after the event or behavior.
• Timeliness ensures relevance and allows for immediate application.

Offer Actionable Suggestions

• Provide clear, practical advice on how to improve.
• Suggest specific steps or changes that can lead to better outcomes.

Importance:

Constructive feedback fosters growth, enhances performance, and builds stronger working relationships by providing clear guidance and support for improvement.

Role Play Exercise: Giving Constructive Feedback

**Time Allowed**

15 minutes.

Objective:

To practice delivering constructive feedback that is specific, timely, and actionable in a professional setting.

Missed Deadlines in a Team Project

Background:

You are the team leader for a group project at work. One of your team members, Alex, has repeatedly missed deadlines, causing delays in the project timeline. Alex is a capable and hardworking employee, but their time management seems to be an issue. As the team leader, it’s your responsibility to address this issue and help Alex improve.

Your Task:

You need to have a one-on-one conversation with Alex to provide constructive feedback. Your goal is to help Alex understand the impact of their missed deadlines, identify the underlying causes, and work together to develop a plan to improve their time management.

Instructions:

Pair Up (2 minutes)

• One person will play the role of the Team Leader, and the other will play Alex.

Prepare for the Conversation (3 minutes)

• The Team Leader should think about how to structure the feedback, focusing on being specific about the issue, providing it in a timely manner, and offering actionable suggestions.
• Alex should think about possible reasons for missing deadlines and be prepared to discuss these with the Team Leader.

Role Play the Conversation (6 minutes)

• The Team Leader starts the conversation, clearly and respectfully outlining the issue of missed deadlines.
• Alex responds, and the Team Leader provides specific feedback, addresses the impact of the behavior, and works with Alex to create a plan for improvement.

Importance:

Constructive feedback fosters growth, enhances performance, and builds stronger working relationships by providing clear guidance and support for improvement.

How did it feel to give and receive feedback?
What challenges did you encounter?
How effective could the feedback strategies used be?

Which area of communication do you feel you need to work on the most?

Listening

Adapting Style

Giving Feedback

Receiving Feedback

Closing Thoughts

• Communication is an area that improvements can be made through practice and reflection.
• It can be a key element to success within a career.

Break

Session 2:

Developing Skills for Effective Team Communication

Aims

• _{Key Skills for Effective Communication}
• _{Conflict Resolution Strategies}
• _{Consensus Building}

Key Skills for Effective Communication

In our previous session we established these as:

Assertiveness

• The ability to express your thoughts, feelings, and needs clearly and confidently while respecting others.
• Promotes honest and open dialogue, helps avoid misunderstandings, and fosters mutual respect.

Active Listening

• Fully concentrating, understanding, responding, and remembering what is being said in a conversation.
• Ensures that the speaker feels heard and understood, reducing the likelihood of miscommunication.

Emotional Intelligence (EQ)

• The ability to recognise, understand, manage, and influence your own emotions and those of others.
• Enhances empathy, improves relationship management, and aids in navigating complex social interactions.

Introducing:

Importance:

Constructive feedback fosters growth, enhances performance, and builds stronger working relationships by providing clear guidance and support for improvement.

Enhancing Assertiveness

• Understand you rights - Recognise that everyone has the right to express their thoughts and feelings.
• Use “I” Statements: Frame your communication around your own feelings and needs, rather than blaming or criticising others
• Practice Saying No: Learn to say no politely but firmly when necessary, without feeling guilty.

• Stay Calm and Respectful: Assertiveness is about being clear and direct, but also respectful of others' opinions.

Enhancing Active Listening

• Focus Completely on the Speaker: Avoid distractions and give your full attention to the person speaking.
• Show That You’re Listening: Use verbal and non-verbal cues like nodding, maintaining eye contact, and saying “I see” or “Go on.”
• Practice Saying No: Learn to say no politely but firmly when necessary, without feeling guilty.

• Reflect and Clarify: Summarise what you’ve heard to ensure understanding, and ask clarifying questions if needed.

Developing Emotional Intelligence

• Self-Awareness: Recognise your emotions and how they affect your thoughts and behavior.
• Self-Regulation: Manage your emotions in healthy ways, such as pausing before reacting or using stress-relief techniques.
• Empathy: Understand and consider the emotions of others, which can lead to better teamwork and conflict resolution.
• Social Skills: Develop strong communication and relationship-building skills to navigate social complexities in teams.

Introduction to Conflict in Teams

Conflict is a disagreement or clash between ideas, values, or people in a team.

Conflict is a natural part of teamwork and can be constructive if managed well.

What could cause workplace conflict?

Important

Incorrect

Unimportant

Correct

Common Causes of Conflict in Teams

Miscommunication

• Lack of clear communication leading to misunderstandings

Importance:

Constructive feedback fosters growth, enhances performance, and builds stronger working relationships by providing clear guidance and support for improvement.

Common Causes of Conflict in Teams

Miscommunication

• Lack of clear communication leading to misunderstandings

Differing Goals

• Team members have different objectives or priorities

Importance:

Constructive feedback fosters growth, enhances performance, and builds stronger working relationships by providing clear guidance and support for improvement.

Common Causes of Conflict in Teams

Miscommunication

• Lack of clear communication leading to misunderstandings

Differing Goals

• Team members have different objectives or priorities

Resource Scarcity

• Limited resources (time, money, tools) can lead to competition and conflict.

Importance:

Constructive feedback fosters growth, enhances performance, and builds stronger working relationships by providing clear guidance and support for improvement.

Common Causes of Conflict in Teams

Miscommunication

• Lack of clear communication leading to misunderstandings

Differing Goals

• Team members have different objectives or priorities

Resource Scarcity

• Limited resources (time, money, tools) can lead to competition and conflict.

Resource Scarcity

• Limited resources (time, money, tools) can lead to competition and conflict

Personality Clashes

• Differences in personalities, work styles, or values

Importance:

Constructive feedback fosters growth, enhances performance, and builds stronger working relationships by providing clear guidance and support for improvement.

Strategies for Conflict Resolution

Collaborative

• Aims for a win-win solution where both parties work together to meet each other's needs.
• Best Used: When the goal is to find a mutually beneficial outcome and maintain strong relationships

Compromising

• Each party gives up something to reach a middle-ground solution.  
• Best Used: When a quick, mutually acceptable solution is needed, but the stakes are moderate.

Accommodating

• One party gives in to the other’s demands, often to preserve harmony.  
• Best Used: When the issue is more important to the other party, or to maintain peace in the short term.

Avoiding

• Ignoring the conflict or withdrawing from the situation.   
• Best Used: When the conflict is trivial, or when the timing is not right for resolution.

Competing

• One party pursues their own concerns at the expense of others.
• Best Used: When quick, decisive action is needed, or when an unpopular decision must be enforced.

Importance:

Constructive feedback fosters growth, enhances performance, and builds stronger working relationships by providing clear guidance and support for improvement.

Scenario 1:
Two team members have a different vision for the project's direction, and both believe their approach is best.

1. Collaborative
2. Compromising
3. Accommodating
4. Avoiding

Scenario 2:
A team member disagrees with the leader's approach but decides to go along with it to avoid disrupting the team's progress

1. Competing
2. Compromising
3. Accommodating
4. Avoiding

Scenario 3:
A team leader insists on following a specific process to meet a tight deadline, even though some team members disagree with the approach.

1. Collaborative
2. Competing
3. Accommodating
4. Avoiding

Scenario 4:
A disagreement arises during a team meeting about a minor detail, but the team decides to move on without addressing it right away because they are pressed for time.

1. Collaborative
2. Compromising
3. Accommodating
4. Avoiding

Scenario 5:
The team is running out of time on a project, and they need to make a quick decision about which software tool to use, even if it’s not everyone’s first choice.

1. Collaborative
2. Compromising
3. Accommodating
4. Avoiding

What do you think are some general tips for resolving conflict?

Session 3:

Understanding Diversity and Inclusion

Aims

• Define diversity and inclusion
• Understand the importance of diversity and inclusion in the workplace
• Recognise the benefits of a diverse and inclusive environment
• Discuss strategies to foster diversity and inclusion within the workplace.

What is Diversity?

Diversity refers to the variety of differences among people, encompassing race, gender, age, experiences, talents, skills, and opinions. In the workplace, it means having employees with varied backgrounds and perspectives, ensuring a broader range of ideas and fostering creativity and innovation.

Diversity 

Creating environments in which any individual or group can feel welcomed, respected, supported, and valued to fully participate.

Inclusion

Why is Diversity and Inclusion Important?

Moral and Ethical Reasons

• Fairness and equality in opportunities for everyone, avoiding discrimination and bias.
  

Legal Reasons

Compliance with anti-discrimination laws and regulations

Business Reasons

• Innovation, creativity, and different perspectives that diversity brings can improve problem-solving and decision-making.

Social Reasons

• Reflects the global society we live in, fostering a more inclusive and harmonious community.

Stats

• Companies with more than 30 percent women executives were more likely to outperform companies where this percentage ranged from 10 to 30 (McKinsey & Company Report 2019)

Benefits of Diversity and Inclusion 

Improved Employee Satisfaction

• A diverse and inclusive workplace leads to higher employee engagement and morale.

Benefits of Diversity and Inclusion 

Improved Employee Satisfaction

• A diverse and inclusive workplace leads to higher employee engagement and morale.

Better Team Performance

• Diverse teams are more innovative and better at problem-solving.

Benefits of Diversity and Inclusion 

Improved Employee Satisfaction

• A diverse and inclusive workplace leads to higher employee engagement and morale.

Better Team Performance

• Diverse teams are more innovative and better at problem-solving.

Broader Talent Pool

• Attracting and retaining a diverse workforce leads to a richer set of skills and perspectives.

Benefits of Diversity and Inclusion 

Improved Employee Satisfaction

• A diverse and inclusive workplace leads to higher employee engagement and morale.

Better Team Performance

• Diverse teams are more innovative and better at problem-solving.

Broader Talent Pool

• Attracting and retaining a diverse workforce leads to a richer set of skills and perspectives.

Enhanced Company Reputation

• Companies known for their diversity and inclusiveness have better reputations and attract more customers.

In groups:
What are some actions or strategies we can implement to foster a more diverse and inclusive environment in our workplace

• Encourage open-mindedness and cultural sensitivity.
• Implement policies that promote diversity in hiring, promotion, and pay equity.
• Provide diversity training and awareness programs.
• Create employee resource groups (ERGs) or affinity groups.
• Encourage feedback and dialogue about diversity issues.

How to Foster Diversity and Inclusion in the Workplace

OCN Workbook - Teamwork

Please complete A.C 3.1, 4.1, 5.1 & 5.2

Feel free to ask questions while working through this.

What is a key characteristic of an aggressive communication style?

1. Respecting personal boundaries
2. Seeking mutual understanding
3. Overpowering others' viewpoints and needs
4. Considering various perspectives

Which communication style involves accommodating others' needs while neglecting one's own?

1. Passive-aggressive
2. Assertive
3. Aggressive
4. Passive

What is an assertive communication style characterised by?

1. Expressing thoughts and feelings directly and respectfully
2. Being passive-aggressive in communication
3. Avoiding conflict at all costs
4. Always dominating conversations with one's opinions

What is a strategy to foster diversity and inclusion in the workplace?

1. Exclude diverse perspectives
2. Implement policies promoting diversity, provide diversity training, create employee resource groups
3. Omit diversity training
4. Discourage open-mindedness

Why is diversity and inclusion important from a business perspective?

1. Improves problem-solving, decision-making, and fosters innovation
2. Decreases team performance
3. Reduces employee engagement
4. Limits talent pool

What does diversity encompass in the workplace?

1. Only race and gender
2. Variety of differences among people, varied backgrounds and perspectives
3. Homogeneity and similarity
4. Uniformity and conformity

Today we covered:

1. How to Communication: Importance, Techniques and Adaptability
   
2. Developing Skills for Effective Team Communication
3. Understanding Diversity and Inclusion in Team Culture

Do you have any questions?