UNZA Supervision &

Mentorship Programme
 UNZA
Mentorship
&
Supervision
Programme

Day 2: Module 4
Date
Day 2 (pulled from the outline as guidance)
1. Day 2
I. Effective Communication (*Module 4)
A. Communication styles
B. Developing a transparent, vulnerable space
II. Elements of Effective Supervision
1. Role of supervisor in each stage of PhD development
1. Supervising Development of research proposal
2. Supervising projects to successful completion
3. Guiding in writing
4. Dissertation and thesis
5. Meeting program requirements and following university policies
B. Administrative roles as supervisor
C. Supervisory styles and traits
 Programme Overarching
Goal and Competencies

Overarching Goal Competencies

1. Create a psychologically safe

Create an environment environment for students in which
for students’ academic success they can build their academic and
by capacitating UNZA faculty to professional careers
2. Provide effective academic
be more effective supervisors
supervision to students
and mentors. throughout their graduate training
3. Provide personal and professional
support through effective
mentorship.
 Module 4

Effective Communication
DATE
DAY 2 SCHEDULE
TIME DAY 2 OVERVIEW
EFFECTIVE COMMUNICATION

Communication Styles

Developing a Transparent, Vulnerable Space

ELEMENTS OF EFFECTIVE COMMUNICATION

Role of Supervisor in Each Stage of PhD Development

Administrative Roles as Supervisor

Supervisory Styles and Traits

Module Objectives
Understand the importance of effective
communication between mentees and mentors

Identify Strategies for Effective Communication

Address barriers and challenges related to

communication including technology issues, language barriers,
and response times
The Nature Of Communication

The origin of the word communication from the Latin

communicatus, it is from communion which means sharing or
belonging together.
Terminologically communication refers to the process of
transferring information to other people, from one person to
another.

''Human communication is a process through individuals ,in

relationships, groups, organizations and societies responds to and
create messages to adapt to the environment and one another.”

Ruben and Steward (1998:16) ,Tubbs et al., (2000)

Communication Concept
‘Information’ and ‘Communication’ are often used
interchangeably, but they signify quite different things.

Information is giving out;

communication is getting through.

Communication is the exchange and flow of information and ideas

from one person to another; it involves a sender transmitting an
idea, information, or feeling to a receiver.
Effective communication occurs only if the receiver understands
the exact information or idea that the sender intended to
transmit.“Sending, giving or exchanging information and ideas”, is
defined by Webster’s Dictionary
The Elements of Communication

• There is a communicator who will convey information

• There is information to be conveyed

• There is a communicant who will receive information

• The existence of the media as a means of delivering information

• There is feedback or the effect of the information submitted

(Rohana, 2018)
Types Communication

• Verbal

• Nonverbal
Verbal Communication

Related to vocal presentation, understanding the audience, being

a good listener and using body language or gestures

sounds, words, language, and speech

NonVerbal Communication

includes writing related to academic writing, revision and editing

of critical
reading, presentation of data and body language, understanding
the audience, personal presentation.

Listening

Visual
Functions of Non Verbal Communication
• Repetition

• Replace

• Contradiction

• Accentuation

• complement
Purpose of communication

This is to provide knowledge and information to others to influence

their thinking, change their attitudes, and encourage others to do
certain things.

The purpose of this communication is certainly very important in

the
process of socialization between humans with the following goals:
1. The primary purpose of communication is to ensure that
information and messages from the communicator are
understood by others. Therefore, the communicator should
convey the main message to the recipient as clearly as
possible.

2. The purpose of communication is to get to know other people.

Through interaction and communication, everyone can get to
know and understand each other. Being able to
hear/read/interpret messages of others well is important in
communication activities.

3. The purpose of communication is also for others to accept your

opinion. Persuasive communications are often made to convey
someone's thoughts or ideas to others. The goal is to accept
those thoughts and ideas.
 Why is effective communication
important to the success of mentoring
relationships?
 Activity 1

Communication Activity
*There is to be no talking or looking at your
neighbors’ paper.
1. Carefully follow the instructor’s
directions.
2. Share your drawings with the whole class.

3. Turn your paper over. Follow the instructor’s directions

again.
4. Share your drawings with the class and discuss.
Benefits of Effective Communication

1 Accomplishes tasks

2 Allows feelings and thoughts to be

known

3 Develops a relationship between mentor and

mentee
(COHRE Mentors Manual, 2017)
 “Ecologists tell us that a tree planted in a clearing
of an old forest will grow more successfully than one
planted in an open field. The reason, it seems, is
that the roots of the forest tree are able to follow
the intricate pathways created by former trees and
thus imbed themselves more deeply. This literally
enables stronger trees to share resources with the
weaker so that the whole forest becomes healthier.
Similarly, human beings thrive best when we grow in
the presence of those who have gone before."
 Poor Communication
Examples
Mentors Mentees
Aggressive behavior (becoming angry Passive behavior (not openly expressing
at mentee's passiveness; achieving a his/her thoughts and feelings; taking
goal at the mentee's expense) things personally; being anxious)

Inappropriate body language Inappropriate body language

Passive listening; repeated interruptions Shying away from area of expertise

Frequent usage of 'You' and a Directive Not heeding mentors' advice, and
["You should have been here an hour dismissing constructive feedback
ago"; "You must write this email
immediately"]

(Center for Workforce Development, n.d.)

 Positive Body Language
Behaviours
Good posture – no
Maintaining eye
slouching!
contact
No multitasking! Nodding your head
to show attention
Pleasant facial Appearing calm – not
expressions fidgeting
Having vocal
Shaking hands firmly
variety – no
monotone (Center for Workforce Development, n.d.)
 Key skills for effective
communication
Increase your awareness of yourself and
others.
Be curious about the other person’s story.

Listen for passion and potential.

Share your own personal experience.

(OHSU School of Medicine, n.d.)
Active
Listening
Acknowledge: Verbally and non-verbally indicate
your involvement in the conversation
Reflect: Rephrase, in your own words, what has
been said and/or felt

Probe: Ask relevant and non-threatening

questions to gain more understanding, when
appropriate
Summarize: Sum up the conversation
regularly, to ensure mutual understanding
(Ruzicka et al, 1986)​
 Activity 2
Communication Role-Play
In pairs, create and act out a dialogue between a
“mentor” and “mentee”
• First: act out the scenario using poor
communication
• Second: act out the scenario using
effective communication
Challenges to Effective Communication

Inconsistent Communication: Varying response

times, using only verbal communication, informal
language etc.
Institute clear communication protocol/policies to
ensure timely, consistent communication

(Center for Workforce Development, n.d.)

Challenges to Effective Communication

Communication Barriers: Linguistic differences,

differences in backgrounds or experience, and
cultural differences
Clarify any unclear messages, thoughts, or
instructions in a non-threatening way

(Center for Workforce Development, n.d.)

Challenges to Effective Communication

Reliance on Technology: Misinterpretation of

messages delivered via email or other
technology or a breakdown in communication,
leaving individuals out of the loop

Whenever possible, restate key ideas, instructions,

or thoughts conveyed in written communication
when meeting face-to-face

(Center for Workforce Development, n.d.)

“10/20/60 Rule”: Effective use of time
in mentoring meetings
First 10 Engage in personal/professional
minutes —“check-in”

Next 20 Focus on ‘front burner’ issues

(upcoming presentation,
minutes manuscript revision, etc.)
Last 60 Discuss current and long term
minutes goals and priorities
(UCSF,
Summary
Effective communication accomplishes tasks, allows feelings and
thoughts to be known, and helps develop a relationship between
a mentor and a mentee.

Challenges to communication in a mentoring relationship

include inconsistent communication, communication barriers,
and reliance on technology.

The communicatory challenges can be resolved through the use

of active listening and other effective communication strategies.
THANK YOU