UNIT -3

LEADERSHIP COMMUNICATION
Leadership communication consists largely of messages related to a company's
culture and core values. ... The most important goal of leadership
communication is to cultivate a sense of trust in the workplace through the
messaging coming from leaders, keeping employees engaged and focused in the
right direction.

The Importance of Leadership Communication

Communication is a core leadership function, meaning effective workplace

communication and effective leadership are closely intertwined. An effective
leader needs to be a skilled communicator, applying that skill in relationships at
the organizational level, in larger communities and groups, and sometimes even
on a global scale. However, according to the statistics, 57% of employees report
not being given clear directions, and as much as 69% of managers are not
comfortable communicating with their employees in general.

The problem here goes beyond managers lacking confidence or the skill levels
necessary to be successful business leaders. Rather, leaders who are falling
short in the communications department will have a direct negative impact on
employee satisfaction, motivation, and productivity levels. Without effective
leadership communication in place, a leader cannot and should not expect
their employees to be engaged and connected in the workplace, introducing a
host of other detrimental impacts on the success of the business.

Keeping employees motivated and driven towards success should remain a top
priority for any leader. But, in order to inspire and motivate in the first place,
business leaders need to establish and foster a strong line of communication. As
a leader, you need to think with clarity, express ideas, and disseminate
information to a multitude of audiences. A good leader can handle the rapid
flows of information that circulate within the organization, and between
customers, partners, and any other stakeholders. Essentially, maintaining strong
leadership communication within the workplace is the key to keeping your
business not just afloat, but thriving in the industry as a whole.

Tips to Optimize Your Leadership Communication:

Fostering strong lines of communication as a leader introduces a particular set

of goals that differ largely from the business skill of general communication. As
a leader, it is your responsibility not only to have good basic communication
skills, but also to ensure that the lines of communication you open within your
business cover the following leadership goals:

• Align employees with the company culture.

• Align employees with the company’s strategic goals.
• Build trust within the workplace.
• Maintain employee engagement.
• Encourage two-way conversations and open dialogue.
• Promote employee collaboration and teamwork.
• Keep employees informed.
• Communicate any upcoming changes effectively and in a timely manner.
• Prevent internal miscommunications.
• Disseminate important information and make it available to employees

Principles for great leadership:

1. Openness
• Successful leaders communicate with an objective of gaining
understanding from the person they are interacting with. Keep an open
mind when communicating with your team to see things from their point
of view; it will make it easier to explain what you want from them if you
put yourself in their mindset.

2. Lead by Example
• As a leader, you need to exemplify the qualities that you expect to see in
your employees. Instead of telling employees want you want them to do,
show them by setting an example. Since leaders are in a position of
influence, they need to face obstacles with confidence, determination and
a positive attitude because you set the stage for the rest of your team. If
you wouldn’t take your own instruction, why should they?

3. Personalization
• One thing I’ve always respected about great leaders is their ability to
make everyone in a room feel like a VIP. When these people give
speeches, they make you feel as if they are speaking directly to you, even
though there might be thousands of people in the crowd. On a smaller
scale, getting to know your employees on a more personal level and
 making it a point to say hello in passing can go a long way in getting your
team behind your vision.
•

4. Prioritize
• There are a few facets to this principle. First, and most importantly, a
strong leader knows that time is valuable and communication can take up
a lot of it if conducted poorly. Prioritizing your communications is
important because if you waste employee’s time, they’ll be less
productive. Communicate exactly what you want from your team by
stating the goal of the task, how long you expect it to take, any resources
they’ll need, and finally any relevant details that might help streamline
the process. Keeping emails short and concise is part of this, as well.

5. Avoid Monologue
• Don’t talk TO your team, talk WITH them. People are more receptive to
a dialogue-type of communication than if they feel they are being
commanded to do something without any chance for their input.
Approaching communication this way will help you to gain
understanding and insight into the inner workings of your team, which is
a valuable thing to know for the future.
6.Clarity
• Effective leadership communication is clear and simple. Don’t be vague
when discussing what you want from your team, make sure they know
exactly what you expect and when you expect it. If they don’t understand
what you’re saying to them they won’t know what they should be doing.
You lose productivity when they have to circle back around to you for
clarification on important information.

7. Trust
• One of the most important things a leader must establish for effective
communication to take place is trust. If your employees don’t respect
you, they won’t listen to you. Simple as that.

8. Critique
 • Feedback is one of the most valuable things you can give to your
employees (other than a paycheck). The key is to give praise when it’s
due, and give constructive criticism where it’s applicable. It’s true what
they say, you really do attract more bees with honey than you do with
vinegar. Think of feedback as a positive means to a more productive end.
Employees will appreciate that you took the time to tell them how they
can improve, and that you see potential in them.
9. Listen
• Communication is a two way street. You have to be a good listener before
you can start talking. Listen to the interests of your team and get a feel for
their perspective on how to achieve goals. Effective listening will help
you build relationships, solve problems, ensure understanding, and
improve accuracy. Taking a moment to listen will help you waste less
time in the long run, making you more productive.
10. Inspire
• The number one principle of effective leadership communication is the
ability to inspire those around you. As a leader, you have a vision of
success that you want to achieve with the help of your team. It’s up to
you to rally your team around that goal and help them embrace the vision,
too. Inspiration is the fuel that keeps everyone working hard toward the
ultimate goal, and great leaders know this. Think again of those great
leaders we brought to mind earlier, and I bet you’re familiar with at least
a few inspirational quotes attributed to them. Inspiration is the motivation
behind success. Inspire greatness today for success tomorrow.
LISTENING
Listening is the ability to accurately receive and interpret messages in the
communication process.

Listening is key to all effective communication. Without the ability to listen

effectively, messages are easily misunderstood. As a result, communication
breaks down and the sender of the message can easily become frustrated or
irritated.

If there is one communication skill you should aim to master, then listening is it.

Listening is so important that many top employers provide listening skills

training for their employees. This is not surprising when you consider that good
listening skills can lead to better customer satisfaction, greater productivity with
fewer mistakes, and increased sharing of information that in turn can lead to
more creative and innovative work.
 There are five key techniques you can use to develop your active
listening skills:
• Pay attention.
• Show that you're listening.
• Provide feedback.
• Defer judgment.
• Respond appropriately.

IMPORTANCE OF LISTENING
Listening plays an integral part of communicating and the differences from
actively listening can be seen in multiple facets of our lives and development.
Active listening helps to:
• Learn and understand things better in a social and professional environment
• Become better at socialising
• Better sympathise with friends and family
• Build stronger relationships by making people feel valued
• Improve problem solving skills
• Absorb information better
What is active listening? Active listening doesn’t come naturally to us. It is
something that we need to make a conscious effort to do. It takes practice and
can be difficult to master. Active listening is what it says on the tin, it is fully
concentrating on what is being said, digesting it without pre-judgement rather
than hearing the general message.
NON-VERBAL COMMUNICATION
Nonverbal communication (NVC) is the transmission of messages or signals
through a nonverbal platform such as eye contact, facial
expressions, gestures, posture, and the distance between two individuals. It
includes the use of visual cues such as body language (kinesics), distance
(proxemics) and physical environments/appearance, of voice (paralanguage)
and of touch (haptics).[1] It can also include the use of time (chronemics) and
eye contact and the actions of looking while talking and listening, frequency of
glances, patterns of fixation, pupil dilation, and blink rate (oculesics).
 Non-verbal communication helps people to:

• Reinforce or modify what is said in words.

For example, people may nod their heads vigorously when saying “Yes” to
emphasise that they agree with the other person. A shrug of the shoulders and a
sad expression when saying “I’m fine, thanks” may actually imply that things
are not really fine at all!

• Convey information about their emotional state.

Your facial expression, your tone of voice, and your body language can often
tell people exactly how you feel, even if you have hardly said a word. Consider
how often you have said to someone,
“Are you OK? You look a bit down.”
We know how people feel from their non-verbal communication.

• Define or reinforce the relationship between people.

If you have ever watched a couple sitting talking, you may have noticed that
they tend to ‘mirror’ each other’s body language. They hold their hands in
similar positions, they smile at the same time, and they turn to face each other
more fully. These movements reinforce their relationship: they build on their
rapport, and help them to feel more connected.

• Provide feedback to the other person.

Smiles and nods tell someone that you are listening and that you agree with
what they are saying. Movement and hand gestures may indicate that you wish
to speak. These subtle signals give information gently but clearly.

• Regulate the flow of communication

There are a number of signals that we use to tell people that we have finished
speaking, or that we wish to speak. An emphatic nod, and firm closing of the
lips indicates that we have nothing more to say, for example. Making eye
contact with the chair of a meeting and nodding slightly will indicate that you
wish to speak.

Stress Management
The importance of managing stress

If you’re living with high levels of stress, you’re putting your entire well-being
at risk. Stress wreaks havoc on your emotional equilibrium, as well as your
physical health. It narrows your ability to think clearly, function effectively, and
enjoy life. It may seem like there’s nothing you can do about stress. The bills
won’t stop coming, there will never be more hours in the day, and your work
and family responsibilities will always be demanding. But you have a lot more
control than you might think.

Effective stress management helps you break the hold stress has on your life, so
you can be happier, healthier, and more productive. The ultimate goal is a
balanced life, with time for work, relationships, relaxation, and fun—and
the resilience to hold up under pressure and meet challenges head on. But stress
management is not one-size-fits-all. That’s why it’s important to experiment
and find out what works best for you.

The following stress management tips can help you do that.

Tip 1: Identify the sources of stress in your life

Stress management starts with identifying the sources of stress in your life. This
isn’t as straightforward as it sounds. While it’s easy to identify major stressors
such as changing jobs, moving, or going through a divorce, pinpointing the
sources of chronic stress can be more complicated. It’s all too easy to overlook
how your own thoughts, feelings, and behaviors contribute to your everyday
stress levels.

Sure, you may know that you’re constantly worried about work deadlines, but
maybe it’s your procrastination, rather than the actual job demands, that is
causing the stress.

To identify your true sources of stress, look closely at your habits, attitude, and
excuses:

• Do you explain away stress as temporary (“I just have a million things
going on right now”) even though you can’t remember the last time
you took a breather?
The four A’s – Avoid, Alter, Adapt & Accept
Avoid unnecessary stress
It’s not healthy to avoid a stressful situation that needs to be addressed, but you may be surprised
by the number of stressors in your life that you can eliminate.
Learn how to say “no.” Know your limits and stick to them. Whether in your personal or
professional life, taking on more than you can handle is a surefire recipe for stress. Distinguish
between the “shoulds” and the “musts” and, when possible, say “no” to taking on too much.
Avoid people who stress you out. If someone consistently causes stress in your life, limit the
amount of time you spend with that person, or end the relationship.
Take control of your environment. If the evening news makes you anxious, turn off the TV. If
traffic makes you tense, take a longer but less-traveled route. If going to the market is an unpleasant
chore, do your grocery shopping online.
Pare down your to-do list. Analyze your schedule, responsibilities, and daily tasks. If you’ve got
too much on your plate, drop tasks that aren’t truly necessary to the bottom of the list or eliminate
them entirely.
Alter the situation
If you can’t avoid a stressful situation, try to alter it. Often, this involves changing the way you
communicate and operate in your daily life.
Express your feelings instead of bottling them up. If something or someone is bothering you, be
more assertive and communicate your concerns in an open and respectful way. If you’ve got an
exam to study for and your chatty roommate just got home, say up front that you only have five
minutes to talk. If you don’t voice your feelings, resentment will build and the stress will increase.
Be willing to compromise. When you ask someone to change their behavior, be willing to do the
same. If you both are willing to bend at least a little, you’ll have a good chance of finding a happy
middle ground.
Create a balanced schedule. All work and no play is a recipe for burnout. Try to find a balance
between work and family life, social activities and solitary pursuits, daily responsibilities and
downtime.
Adapt to the stressor
If you can’t change the stressor, change yourself. You can adapt to stressful situations and regain
your sense of control by changing your expectations and attitude.
Reframe problems. Try to view stressful situations from a more positive perspective. Rather than
fuming about a traffic jam, look at it as an opportunity to pause and regroup, listen to your favorite
radio station, or enjoy some alone time.
Look at the big picture. Take perspective of the stressful situation. Ask yourself how important it
will be in the long run. Will it matter in a month? A year? Is it really worth getting upset over? If
the answer is no, focus your time and energy elsewhere.
Adjust your standards. Perfectionism is a major source of avoidable stress. Stop setting yourself up
for failure by demanding perfection. Set reasonable standards for yourself and others, and learn to
be okay with “good enough.”
Practice gratitude. When stress is getting you down, take a moment to reflect on all the things you
appreciate in your life, including your own positive qualities and gifts. This simple strategy can
help you keep things in perspective.
Accept the things you can’t change
Some sources of stress are unavoidable. You can’t prevent or change stressors such as the death of
a loved one, a serious illness, or a national recession. In such cases, the best way to cope with
stress is to accept things as they are. Acceptance may be difficult, but in the long run, it’s easier
than railing against a situation you can’t change.
Don’t try to control the uncontrollable. Many things in life are beyond our control, particularly the
behavior of other people. Rather than stressing out over them, focus on the things you can control
such as the way you choose to react to problems.
Look for the upside. When facing major challenges, try to look at them as opportunities for
personal growth. If your own poor choices contributed to a stressful situation, reflect on them and
learn from your mistakes.
Learn to forgive. Accept the fact that we live in an imperfect world and that people make mistakes.
Let go of anger and resentments. Free yourself from negative energy by forgiving and moving on.
Share your feelings. Expressing what you’re going through can be very cathartic, even if there’s
nothing you can do to alter the stressful situation. Talk to a trusted friend or make an appointment
with a therapist.
• Do you define stress as an integral part of your work or home life
(“Things are always crazy around here”) or as a part of your
personality (“I have a lot of nervous energy, that’s all”)?

• Do you blame your stress on other people or outside events, or view it

as entirely normal and unexceptional?

Until you accept responsibility for the role you play in creating or maintaining
it, your stress level will remain outside your control.
Start a stress journal

A stress journal can help you identify the regular stressors in your life and the
way you deal with them. Each time you feel stressed, keep track of it in your
journal or use a stress tracker on your phone. Keeping a daily log will enable
you to see patterns and common themes. Write down:

• What caused your stress (make a guess if you’re unsure).

• How you felt, both physically and emotionally.

• How you acted in response.

• What you did to make yourself feel better.

Tip 2: Practice the 4 A’s of stress management

While stress is an automatic response from your nervous system, some stressors
arise at predictable times: your commute to work, a meeting with your boss, or
family gatherings, for example. When handling such predictable stressors, you
can either change the situation or change your reaction. When deciding which
option to choose in any given scenario, it’s helpful to think of the four A’s:
avoid, alter, adapt, or accept.

Tip 3: Get moving

When you’re stressed, the last thing you probably feel like doing is getting up
and exercising. But physical activity is a huge stress reliever—and you don’t
have to be an athlete or spend hours in a gym to experience the benefits.
Exercise releases endorphins that make you feel good, and it can also serve as a
valuable distraction from your daily worries.

While you’ll get the most benefit from regularly exercising for 30 minutes or
more, it’s okay to build up your fitness level gradually. Even very small
activities can add up over the course of a day. The first step is to get yourself up
and moving. Here are some easy ways to incorporate exercise into your daily
schedule:

• Put on some music and dance around.

• Take your dog for a walk.

• Walk or cycle to the grocery store.

• Use the stairs at home or work rather than an elevator.

 • Park your car in the farthest spot in the lot and walk the rest of the way.

• Pair up with an exercise partner and encourage each other as you work
out.

• Play ping-pong or an activity-based video game with your kids.

The stress-busting magic of mindful rhythmic exercise

While just about any form of physical activity can help burn away tension and
stress, rhythmic activities are especially effective. Good choices include
walking, running, swimming, dancing, cycling, tai chi, and aerobics. But
whatever you choose, make sure it’s something you enjoy so you’re more likely
to stick with it.

While you’re exercising, make a conscious effort to pay attention to your body
and the physical (and sometimes emotional) sensations you experience as
you’re moving. Focus on coordinating your breathing with your movements, for
example, or notice how the air or sunlight feels on your skin. Adding this
mindfulness element will help you break out of the cycle of negative thoughts
that often accompanies overwhelming stress.

Tip 4: Connect to others

There is nothing more calming than spending quality time with another human
being who makes you feel safe and understood. In fact, face-to-face interaction
triggers a cascade of hormones that counteracts the body’s defensive “fight-or-
flight” response. It’s nature’s natural stress reliever (as an added bonus, it also
helps stave off depression and anxiety). So make it a point to connect
regularly—and in person—with family and friends.

Keep in mind that the people you talk to don’t have to be able to fix your stress.
They simply need to be good listeners. And try not to let worries about looking
weak or being a burden keep you from opening up. The people who care about
you will be flattered by your trust. It will only strengthen your bond.

Of course, it’s not always realistic to have a pal close by to lean on when you
feel overwhelmed by stress, but by building and maintaining a network of close
friends you can improve your resiliency to life’s stressors.

Tips for building relationships

1. Reach out to a colleague at work.
2. Help someone else by volunteering.
3. Have lunch or coffee with a friend.
4. Ask a loved one to check in with you regularly.
5. Accompany someone to the movies or a concert.
6. Call or email an old friend.
7. Go for a walk with a workout buddy.
8. Schedule a weekly dinner date.
9. Meet new people by taking a class or joining a club.
10. Confide in a clergy member, teacher, or sports coach.
Tip 5: Make time for fun and relaxation

Beyond a take-charge approach and a positive attitude, you can reduce stress in
your life by carving out “me” time. Don’t get so caught up in the hustle and
bustle of life that you forget to take care of your own needs. Nurturing yourself
is a necessity, not a luxury. If you regularly make time for fun and relaxation,
you’ll be in a better place to handle life’s stressors.

Set aside leisure time. Include rest and relaxation in your daily schedule. Don’t
allow other obligations to encroach. This is your time to take a break from all
responsibilities and recharge your batteries.

Do something you enjoy every day. Make time for leisure activities that bring
you joy, whether it be stargazing, playing the piano, or working on your bike.

Keep your sense of humor. This includes the ability to laugh at yourself. The act
of laughing helps your body fight stress in a number of ways.

Take up a relaxation practice. Relaxation techniques such as yoga, meditation,

and deep breathing activate the body’s relaxation response, a state of restfulness
that is the opposite of the fight or flight or mobilization stress response. As you
learn and practice these techniques, your stress levels will decrease and your
mind and body will become calm and centered.

Tip 6: Manage your time better

Poor time management can cause a lot of stress. When you’re stretched too thin
and running behind, it’s hard to stay calm and focused. Plus, you’ll be tempted
to avoid or cut back on all the healthy things you should be doing to keep stress
in check, like socializing and getting enough sleep. The good news: there are
things you can do to achieve a healthier work-life balance.

Don’t over-commit yourself. Avoid scheduling things back-to-back or trying to

fit too much into one day. All too often, we underestimate how long things will
take.

Prioritize tasks. Make a list of tasks you have to do, and tackle them in order of
importance. Do the high-priority items first. If you have something particularly
unpleasant or stressful to do, get it over with early. The rest of your day will be
more pleasant as a result.

Break projects into small steps. If a large project seems overwhelming, make a
step-by-step plan. Focus on one manageable step at a time, rather than taking on
everything at once.

Delegate responsibility. You don’t have to do it all yourself, whether at home,

school, or on the job. If other people can take care of the task, why not let them?
Let go of the desire to control or oversee every little step. You’ll be letting go of
unnecessary stress in the process.

Tip 7: Maintain balance with a healthy lifestyle

In addition to regular exercise, there are other healthy lifestyle choices that can
increase your resistance to stress.

Eat a healthy diet. Well-nourished bodies are better prepared to cope with stress,
so be mindful of what you eat. Start your day right with breakfast, and keep
your energy up and your mind clear with balanced, nutritious meals throughout
the day.

Reduce caffeine and sugar. The temporary “highs” caffeine and sugar provide
often end with a crash in mood and energy. By reducing the amount of coffee,
soft drinks, chocolate, and sugar snacks in your diet, you’ll feel more relaxed
and you’ll sleep better.
Avoid alcohol, cigarettes, and drugs. Self-medicating with alcohol or drugs may
provide an easy escape from stress, but the relief is only temporary. Don’t avoid
or mask the issue at hand; deal with problems head on and with a clear mind.

Get enough sleep. Adequate sleep fuels your mind, as well as your body.
Feeling tired will increase your stress because it may cause you to think
irrationally.

Tip 8: Learn to relieve stress in the moment

When you’re frazzled by your morning commute, stuck in a stressful meeting at

work, or fried from another argument with your spouse, you need a way to
manage your stress levels right now. That’s where quick stress relief comes in.

The fastest way to reduce stress is by taking a deep breath and using your
senses—what you see, hear, taste, and touch—or through a soothing movement.
By viewing a favorite photo, smelling a specific scent, listening to a favorite
piece of music, tasting a piece of gum, or hugging a pet, for example, you can
quickly relax and focus yourself.

Of course, not everyone responds to each sensory experience in the same way.
The key to quick stress relief is to experiment and discover the unique sensory
experiences that work best for you.

STRAIGHT TALKING
MEANING
Talking in an honest and direct way

Origin and usage

The phrase straight talking is comprised of the words ‘straight’ meaning
‘holding to a direct course or method’ and ‘talking’ which means
‘communicating with spoken words’. The precise origin of the phrase straight
talking is not known, but it is believed to have first appeared in English
sometime during the late 1800s.
Examples
Straight talking refers to the practice of speaking in a very honest, truthful
manner. A person who is straight talking is not afraid to share their opinions or
point of view on a subject, even if those views make others upset or
uncomfortable. However, it is important to note that just because a person might
sometimes talk about things that are difficult for others to hear, it does not mean
that straight talking is always a negative characteristic.
In many cases, people who are straight talking are valued and appreciated for
their honesty and directness. Straight talking is a trait that is often seen as vital
for doctors, lawyers, journalists, public officials, corporate executives and
anyone whose job involves directing, supervising, evaluating or managing
others.
Of course, sometimes straight talking can go too far. There are times when a
person uses straight talking or extreme honesty as an excuse to say things that
are untrue or unnecessarily cruel. Straight talk, especially when it’s used to
share information that could be hurtful or when delivering criticism, should
always be conveyed with compassion, as helpful advice or useful feedback.
MEETING
A meeting is when two or more people come together to discuss one or more
topics, often in a formal or business setting, but meetings also occur in a variety
of other environments. Many various types of meetings exist.
Common types of meeting include:

• Committee meeting, a coming-together of a defined subset of an

organization
• Investigative meeting, generally when conducting a pre-interview, exit
interview or a meeting among the investigator and representative
• Kickoff meeting, the first meeting with a project team and the client of the
project to discuss the role of each team-member[5]
• Town hall meeting, an informal public gathering.
• Work meeting, which produces a product or intangible result such as a
decision[citation needed]; compare working group.

• Board meeting, a meeting of the board of directors of an organization

• Management meeting, a meeting among managers
• Staff meeting, typically a meeting between a manager and those that
report to that manager
• Team meeting, in project contexts - a meeting among colleagues
working on various aspects of a team project.
Other varieties include breakfast meetings [6] off-site meetings
(or Awayday meetings in the UK), and "stand-up meetings" where
participants stand up to encourage brevity.
AGENDA
An agenda is a list of meeting activities in the order in which they are to be
taken up, beginning with the call to order and ending with adjournment. It
usually includes one or more specific items of business to be acted upon. It may,
but is not required to, include specific times for one or more activities. An
agenda may also be called a docket, schedule, or calendar. It may also contain a
listing of an order of business.