communication improve project communications
TRANSCRIPT
March 2015
Communication DNA®
Improving Project Communications
Know, Engage and Grow Tools for Team Member and Stakeholder Engagement
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1. https://www.youtube.com/watch?v=Qg8PIK74KO4
2. https://www.youtube.com/watch?v=Al8OlX8tvXI
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Welcome to DNA Behavior International
Join the DNA Behavior Worldwide Behavioral Awareness Revolution for Enhancing Relationships and
Unlocking Human Potential
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Goals for Today
1. Learn how to close the “Relationship Gap” in communications to build meaningful team and stakeholder relationships
2. Reduce stress and time spent managing “reactions” to communications (conflict resolution)
3. Understand how to adapt your communication for different people to enhance “buy-in” and participation for improved program/project results
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People are Complex – More than Meets the Eye
Observations
Do Not Get
Below the
Surface
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Communication Drives Relationships
Positive Communication • Situations Flow • Clarity • Decisions Get Made • Tasks Get Completed • Engagement • Results
Poor Communication • Stress and Discomfort • Conflict • Misunderstanding • Blockages / Delays • Poor Execution • Lack of Trust
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Communication Causes Relationship Performance Challenges
Sales Conversion
?
Client Engagement
?
Employee Retention & Productivity
?
Operational Execution
?
Business Performance
87% of measurable
business issues are
people related
Source: Harvard 2002
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Program / Project Managers Key to Communication Success
A majority of our time is spent communicating with multiple stakeholders:
• Sponsors • Executives • Team mates • Other Project Managers • Stakeholders • End-users
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Amygdala: ‘fight or flight’ & emotional center of the brain
Triggered by perceptions of “danger”
How the Brain Reacts to Communication
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Misaligned communication
Misunderstanding
Amygdala reacts
Negative emotions overwhelm frontal lobe
Irrational behavior
Triggers for Negative Responses:
Result:
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Aligned communication
Understanding
Prefrontal Lobe Reacts
Positive emotions satisfies amygdala
Rational behavior
Adapted Communications
Result:
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How to Identify People’s Communication Preferences
Personal Observations to Get Started in Providing a Customized Experience
What they say? How they say it? How they look?
Goal-Setting Big Picture Authoritatively Questioning
Lifestyle Fun Energetically Expressive
Stability Supportive Warmly Approachable
Information Detailed Precisely Unexpressive
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Communication DNA Discovery Communication DNA Discovery uncovers the natural preferences for how leaders, employees and customers wish to be communicated with by others. It takes 2 to 5 minutes to complete. This enables: • Differences to be understood; • Communication with a person on their terms; • Relationships to be developed based on trust.
Communication DNA Report
Communication DNA Insights Include: • Natural communication style • Preferences when communicating with
others • Life needs • Information requirement
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Communication Strengths of 4 Primary Styles
Goal-Setting Lifestyle
Information Stability
Communication Strengths: Speaks directly and candidly
Direct – WHAT? What has been a success for your recently?
Fast Paced
Moves Carefully
Communication Strengths: Open and engaging
Enthusiasm – WHO? Who have you connected with lately?
Communication Strengths: Shows empathy and warmth Serving – HOW? How do you spend time with your family and community?
Communication Strengths: Provides specifics and details
Logical – WHY? What is a new idea you have read about lately?
Res
ults
Orie
ntat
ed
Relationship O
rientated
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Communication Struggles of 4 Primary Styles
Goal-Setting Lifestyle
Information Stability
Communication Struggles: Could be too forceful, abrupt and interrupting
Learn when to soften up What will you do to draw people out in a more friendly way?
Fast Paced
Moves Carefully
Communication Struggles: May be too transparent and uninhibited
Learn to allow others to talk Who could you involve more in conversations?
Communication Struggles: May compromise too much and be too diplomatic Learn to speak up more How can you get to the bottom line more quickly in discussions?
Communication Struggles: May be too serious, modest, and not interactive enough
Learn when to be more flexible What will you do to show more enthusiasm in discussions ?
Res
ults
Orie
ntat
ed
Relationship O
rientated
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Communication Keys and Learning Styles
Goal-Setting Lifestyle
Information Stability
Present them options, opportunities, get to bottom line
Learns by discussion
Allow them to discuss it
Provide Quick Fixes
Provide Procedures
Openly express your views, verbalize, provide broad facts
Intuitive learner
Allow them to see it
Keep it relaxed, soft, feelings based
Sensory learner
Allow them to feel it
Provide them facts, details, transparency
Learns if tangible
Allow them to read it
Left
Bra
in O
rient
ated
R
ight Brain O
rientated
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Benefits at Every Phase of the Project
Goal-Setting Lifestyle
Information Stability
Gain Support and Buy-in Make Decisions Quicker Motivate People to Act Get More from Team Mates Reduce re-work
Reduce Unproductive Time
Improve Cooperation and Information Flows
Improve Your Ability to Influence Enhance Your Reputation Enjoy Your Work More
Reduce Negative Reactions Navigate Conflict Resolution Help End-Users Absorb
Changes
Ensure People Can Absorb Information
Understand Why People React Use Science to Minimize Emotional Reactions
Res
ults
Orie
nted
R
elationship Oriented
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Building Sound Relationships
To build a sound relationship you need to:
1. Follow the Platinum Rule of Relationships: Know how to adapt your communication to be on the other person’s terms. Empathetically demonstrate your understanding of them when communicating.
2. Be aware of how your strengths and struggles can impact the other person and be prepared to adapt your style.
3. Transparency builds trust. Be able to openly share of yourself to build trust: “knowing me-knowing you”. Openly admit your strengths and struggles.
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Chris PM Goal-Setting
John Business Lead Lifestyle
Sarah Training Lead Stability
Laura IT Lead Information
Minimal Adapting Needed
Substantial Adapting Needed
How would the Project Team Communicate with Frank?
Laura requires detailed information when making a decision and tends to provide the same amount of details that she requires to others. When communicating with Frank: Laura should • Note the important points • Avoid unnecessary details
Sarah generally looks to connect on an emotional level, communicating in a relaxed and calm tone. When communicating with Frank, Sarah should: • Be more direct • Address and review goals
John is enthusiastic and loves to socialize and network. He often finds pleasure in small talk and “catching up”. When communicating with Frank, John should: • More quickly get to the bottom line • Minimize the enthusiasm
Like Frank, Chris focuses on goals and the big picture when communicating. When communicating with Frank, Chris should: • Focus on returns • Offer options
Frank Sponsor
Goal-Setting
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Chris (Leader) Goal-Setting
John Lifestyle
Sarah Stability
Laura Information
Substantial Adapting Needed
Minimal Adapting Needed
How would the Project Team Communicate with Craig?
Laura’s communication is structured. She tends to focus on facts and research. When communicating with Craig, Laura should: • Lighten up the meeting • Allow him to share his feelings about the facts
Like Craig, Sarah is interested in the feelings and emotions of others. She values relationships and building connections. When communicating with Craig: Sarah should • Offer her feelings • Express her emotions
John is enthusiastic and conveys excitement when communicating with others. When communicating with Craig, John should: • Make meetings more relaxed • Speak more calmly
Chris communicates directly. He has a tendency to be fast-paced and blunt when communicating with others. When communicating with Craig, Chris should: • Soften the tone of communication • Follow up regularly to ensure he is comfortable
Craig End User
Stability Need
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Communication DNA Style Goal-Setting Advisor Lifestyle Advisor Stability Advisor Information Advisor
When working with Goal-
Setting Communication
DNA Styles
Minimal modification required: • Present goals • Focus returns • Offer options
Some modification required: • Move more quickly to the
bottom line • Minimize enthusiasm • Recognize they may not enjoy
small talk
Significant modification required: • Be more direct • Keep conversations formal • Recognize they may come
across as cold
Some modification required: • Avoid unnecessary details • Present the big picture • Recognize they may be put off
by too much detail too soon
When working with Lifestyle
Communication DNA Styles
Some modification required: • Provide graphics • Explain how bottom line will
impact lifestyle • Recognize they may be bored
with formal meetings
Minimal modification required: • Invite to social events • Set boundaries to keep focused • Engage in small talk
Some modification required: • Be more energetic • Express emotion and allow
them to express views • Recognize they may focus on
possibilities not certainties
Significant modification required: • Be more interactive • Avoid jumping into facts and
research too soon • Recognize they may lose focus
if the lifestyle benefit is not clear
When working with Stability
Communication DNA Styles
Significant modification required: • Soften the tone • Follow up regularly to ensure
they are comfortable • Recognize they may feel
pressured if not given enough time and warmth
Some modification required: • Speak more calmly • Create a relaxed environment • Recognize they may not enjoy
impersonal environments
Minimal modification required: • Offer feelings • Express emotions and ask that
they share theirs • Provide instructions
Some modification required: • Lighten up meetings • Ask how they feel about the
facts • Recognize they may want a
guarantee of security
When working with Information Communication
DNA Styles
Some modification required: • Have research available • Demonstrate how risks are
minimized • Recognize they may need to
retreat and think to make decisions
Significant modification required: • Concentrate on being reliable • Focus on being structured • Recognize they may get
irritated by imprecise communication
Some modification required: • Provide action steps • Focus more on facts than
feelings • Recognize they may appear to
be unexpressive
Minimal modification required: • Offer detailed research • Ask if more information is
needed • Stay focused on the practical
DNA Matrix for Adapting Communication
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About the Communication DNA Solution
$
Communication DNA® is a proprietary solution used to discover a person’s unique communication and learning style
for the real-time customization of sales, marketing, service and project management activities to improve engagement
for enhanced Relationship Performance.
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Contact Us
For more information on how to enhance your team and stakeholder communications contact: Leon Morales 404-931-3419 [email protected]
Kriss Poll 678-478-7498 [email protected]
http://www.communicationdna.com