Credible Communication
Communication is the activity of conveying meaningful information.
Communication requires a sender, a message, and an intended recipient, although the receiver need not be present or aware of the sender’s intent to communicate at the time of communication.
Communication can occur across vast distances in time and space. Communication requires that the communicating parties share an area of communicative commonality. The communication process is complete once the receiver has understood the message of the sender.
In this room there are leaders from various districts. Each one of you is committed to become the best communicator. That is the one thing common to all of you.
Your leadership responsibilities demand it and also you want it for yourself. But effective or credible communication does not come from a rule book. There is no toolbox which you can open and get help instantly.
You are a leader at the district level in our organisation. You know that communication is one of your key responsibilities. May be some of you are just beginning to sharpen your communication skills. Others might have mastered the art earlier. They will be effective than others. They will move forward and those who do not measure up will lag behind.
Communication is a complex activity involving so many aspects of yourself. You cannot become an expert by taking a course, reading a book or just after this session is over. However, there are basic skills you can learn from a classroom. But to become an effective communicator you have to work yourself for weeks, months or years.
But as a DGE you had nearly 365 days to learn the art. As a DG this is the skill that will have an impact on others beyond what you had thought possible. This is the skill that will make you wanted; of walking into a meeting hall and changing by your presence what happens there.
What do Rotarians expect from District Governors? It is some sense of connection. That is what leadership is all about. A leader has a lot of people connected to him.
Rotarians many times do not care what you know or how much you know about any given topic. But they want to know how much you care to learn from others.
When you touch someone’s heart with a simple gesture, then you connect with that person instantly. Your communication will become easier and simple.
In any organisation people will change or do something for two reasons. One is the personal connection they feel with their boss or friends and the next reason is because they understand the consequences.
That is why it is always important for you to speak the truth, always. You are a trustee of Rotary’s motto, ethics, principles and finances for the year you function as a DG. You cannot be slipshod in your communication or portray an image that you will turn a blind eye to wrong doings.
Your communication with truth as the basis, will establish the vision of moving forward. There is no substitute for clear, open and truthful communication. It is staggering how powerful such a communication will work.
You are in this leadership position because you want to make the organisation better, because you care for the people and want to leave a legacy of progress.
If you want to be well-regarded and respected even after your tenure, then work on your communication skills.
Your words are important. Your attitude is important. People must believe that you can be trusted and this can happen only when your communication skills are good. People follow you not because they have to, but because they want to. There is no harm in repeating if you feel that the message is not understood. Every opportunity to talk to a group in a meeting is an opportunity for improvement.
Communication styles differs. What is important that you should have a vision about what you want to achieve. That means that you have to enhance your skills to deliver the best result every time.
This must be coupled with your passion to lead by example. If you do not communicate properly you create a negative field and soon you will be confined to a narrow corridor.
In spite of the increasing importance placed on communication skills, many individuals continue to struggle with this, unable to communicate their thoughts and ideas effectively – whether in verbal or written format.
This inability makes it nearly impossible for them to run a voluntary organisation. To cover up this deficiency they fail to listen when others give them some sane advice.
It is important to know to whom you would be talking to and what you would be talking to. Jokes about Governors or past officers being able to talk on almost any topic on a short notice has given a sense of false confidence about their ability to communicate effectively.
Every communication from you must be different. You should be speaking on Rotary’s mission, the vision Rotarians must share, what our strategic plans are, why we are making the changes that we are making today and what you want Rotary to be.
You are really talking about the future. This is the way to touch the hearts of Rotarians. You must understand that your role as a DG is a significant shift in your lifetime. It is essential for you to remember that your communication will reflect your leadership style. You will have to project the confidence and command that your new role requires.
This means that you would have to prioritise what you want to say in your speeches, in your GMLs and in your emails or letters. Communication must make something happen. It should get results. Your focus must be on your listeners and readers.
Paul J. Meyer, the author of innumerable motivational books said, “Communication – the human connection – is the key to personal and career success.” What this means is that you have to walk your talk and walk with the Rotarians. It is important for you to be able to develop and express aclear point of view.
I am not dwelling on your choices to print a mega district directory in multi-colour, but what I am concerned is the delay in bringing them out before your term begins. This can mean that your ability to communicate the names of your district officials has failed.
Your communication is to be based on what you will be taught here and also at San Diego. Rotary runs on individuals such as yourself and expects you to market the programmes for the collective benefit of the community. Hence what you learn here and at San Diego must be communicated honestly and consistently.
You have reached a point in your Rotary career where you must develop communication skills if you don’t already have them. Your delivery skills must make others see you as someone with a commitment to do good.
Your communications must be designed in a way that will make your group see you as a human being.
Rotarians may see you in a different position and doing different job. But they are more likely to believe that you value them when they listen to you or read what you write.
Talking about writing, it has become fashionable today for DGs to have an Editor for GMLs. That is fine as long the person is able to compile and put together a good GML. But bringing out a GML in third person means it is not a Governor’s letter anymore.
GMLs must reflect your emotions because that is an important part of who you are and what you do. It is not just the content that inspires Rotarians to commit themselves to more service; it is the personal connection they feel when they put down the GML. They must feel that you are the leader, the powerful force, who can move them towards the vision of Rotary. GMLs must let them see more of you.
John Powell, the British composer said, “Communication works for those who work at it.” You must realise that the way you communicate is itself sending important messages to the Rotarians. So take care to learn. You must have a clear point of view and be able to express it honestly.
George Bernard Shaw said, ” The single biggest problem in communication is the illusion that it has taken place.” You as leaders must learn something very important. You have to be careful about what you say and how you say it. You cannot afford to be careless or casual.
The entire functioning of Rotary relies heavily on consensus and team building. It is only your communication style that can make this happen. Don’t go through a mechanical exercise of soliciting others’ views when you have already made a decision.
You will kill the enthusiasm of the group and people can see through you easily. As a result your meetings will be calm and everybody will appear to be listening. There will be no energy to spark creativity and produce change.
Your passion to raise one million dollars to TRF or increase the membership by 25 percent, add new clubs must be felt by others. You have to move the team towards all these goals. Only your communication can do this.
Your communication will make others own your vision and work with you. In Rotary, as you know, nothing can be imposed on members. Hence, it is clear that unless you have the power to influence people through your communication nothing can be achieved. If you have this skill, you are solvent. Without it you are bankrupt.
Give credit and appreciate the good work of Rotarians. At the same time raise issues that have to be sorted out and find solutions collectively. Talk about areas that need attention; do not brush them under the carpet. I remember the example of Sir Winston Churchill when he led the British. He told them that this war was their darkest hour and they had to fight with their backs against the wall. His sincerity made the people rally around him and win the battle. Similarly, do not try to talk frankly about the problems associated with membership development, attrition and eradication of polio. The members must know through your communication that it is they who have to find the solution if Rotary has to become bigger, better and bolder.
It is said that if you don’t listen to what you should listen, then you will never listen to what you should have listened. When you listen to others, it signifies respect for others. It also shows that you value their opinion.
The two words ‘information’ and ‘communication’ are often used interchangeably, but they signify quite different things. Information is giving out; communication is getting through. So prioritise.
Remember, 20 percent of your priorities will give 80 percent of your result. Great speakers are not born, they are trained. So, it is worthwhile working on this skill because it is only through your effective communication that you can lead a motivated group of volunteers who occupy top positions in business. They will want to know how you think about them as performers.
Clearly, communication is more than words. There is also the energy of the intention behind the words. And intention is the most powerful force in any communication.”
Use the energy. You will build a great team.