ARCN RBM&E system development

What is communication?
What do you think communication is? How would

you define it?

Take a few moments to write down some of your thoughts

Definition
Communication is the process of:
sending and receiving messages through channels in order to establish common meanings between an sender and a receiver

If your intention is only communicating you can do it!

Communication is.
A two-way process in which there is an exchange and

progression of thoughts, feelings or ideas (verbally or nonverbally) towards a mutually accepted goal or direction.
A process by which we assign and convey meaning in an

attempt to create shared understanding.

This process requires repertoire of skills in intrapersonal

and interpersonal processing, listening, observing, speaking, questioning, analyzing, and evaluating.
We have learned to speak, to write & read but not to listen.

Purpose of the communication

Awareness Typically the goal for the largest audience (80%) Understanding/Value Communicates the value of the service or organization to the audience; Why should I care? Internalization Communicates personal value; Whats in it for me? Action Inspires the audience to take a desired action

Core elements of a communication model

Feedback
Decoding

Effect

message

Source
Encoding

Receiver
channel

The context of communication

Barriers to communication
What are barriers to communication that exist in

any work setting? Take a few moments to write down some of your thoughts

Barriers to communication
Some common barriers to interpersonal

communication include:
Unclear process: The receiver and sender may not share the same

language, slang, jargon, vocabulary, symbols

Chain of command: There may be too many layers that a message

passes through between sender and receiver

Large size of an organization, geographic distance: Large

numbers of receivers require good message sending methods

Personal limitations: Physical and mental disabilities, and

differences in intelligence and education may interfere with mutual understanding

Barriers to communication
Additional common barriers to interpersonal communication include:
Human nature: Peoples egos, prejudices, and

traditions can get in the way Conflicting feelings, goals, opinions: If people feel on opposite sides of an issue they may not share Power: The idea that knowledge is power can lead to information hoarding

Beware of a disconnect.
between your

message and audience understanding Test your messages!

Message

Speaker
Audience

Tailoring your communication

Audiences Messages

Awareness

Tailor messages to audiences and goals Find the right vehicle to deliver specific messages to key audiences

Understanding/Value

Type of communication

Internalization

Action

Communicating RBM&E findings

Main purpose: to ensure accountability; to motivate stakeholders into action. to facilitate shared learning to support management decision making Plan how to communicate RBM&E findings: include accountability, advocacy and action-oriented audiences. reach agreement with stakeholders who needs to receive what kinds of RBM&E information (content and form). Use different media: written (e.g. progress reports), verbally (e.g. meeting), visually (e.g. graphs, charts).

Presenting M&E information for feedback

Ensure clarity of message for specific audiences.

Agree on the frequency for communicating information.

Ensure timeliness when do you need to get feedback to still be useful for decision making? Consider location: will people feel at ease?

Why communicate M&E findings

Primary stakeholders: have a right to knowing overall how the project is progressing. they deserve the opportunity to react to initial findings.
Funding agencies and managers need information on impact. Implementing partners: need to understand problems in order to find solutions.

What RBM&E findings to communicate

First: draft RBM&E findings with implementing partners and primary stakeholders in order to get feedback on accuracy, reach joint conclusions and agree on next steps.
Second: communicate these agreed findings to funding agencies, cooperating institutions, government departments and other projects for:

accountability; advocacy.

Planning how to communicate M&E findings

Know your audiences
include accountability, advocacy and action-oriented audiences. define what you expect from the audiences by communicating with

them. agree on the information (content and form) they need in order to achieve your purpose.

Build communication into your RBM&E system. Invest in good communication

to generate more support and interest in your project.

Plan workshops to seek feedback and plan action:

to verify findings. to analyse implications and agree on actions.

Different media to communicate findings

Written reporting. Oral reporting. Visual displays.

Communication the finishing touch

Poor communication can render a grand RBM&E system

ineffective. Articulate and appropriate communication leads to

Clear direction

Shared understanding
Strengthened relationships Enhanced motivation Increased/sustained commitment

Decreased tension, hence decreased requirements

So invest in it!

Key messages

Communicating RBM&E findings is critical for improving impact. Plan a clear communication strategy as part of the RBM&E system.

What (information)
FFS Diaries with information (data, perceptions & recommendations) on: Training sessions Progress & performance with FFS action plans and inputs Service provision FFS facilitators reflections FFS Diaries with information (data, perceptions & recommendations) on behavioral changes: Use and usefulness of information/knowledge gained from FFS Sharing of information/knowledge with other farmers Views on Research & Service Provision FFS Facilitators reflections FFS Diaries with information (data, perceptions & recommendations) on changes at impact level: Sources of income Types of HH expenditure Perceptions related to changes in wellbeing as a result of the Prog. FFS Facilitators reflections SP Diaries with information (data, perceptions & recommendations) on services delivered & support received SP Internal Assessments with SPs views on the Programme and their own internal capacities & effectiveness Researcher Diaries with information (data, perceptions & recommendations) on research undertaken Researchers Diaries with Researcher views on the Programme and their own internal capacities & effectiveness ASFT Diaries with ASFT views on the Programme and their own internal capacities & effectiveness Progress and performance on Programme plans (consolidating data/information from all stakeholders). This includes information related to: Physical implementation Financial expenditure or Procurement Status Progress on AWPB Lessons learnt Implementation Constraints Recommendations on way forward Feedback on decisions made regarding the Programme as a whole and/or specific components/elements

By Who
FFS Facilitators

To Who
PDOs/SMSs Quarterly

When

FFS Facilitators

PDOs/SMSs

Bi-annually

FFS Facilitators

PDOs/SMSs

Annually

Service Providers Service Providers Researchers

PDOs/SMSs PDOs/SMSs ASFT M&E Officers ASFT M&E Officers ASFT M&E Officers ASFT

Quarterly Biannually Biannually

Researchers
ASFT MALE/SC/IFAD

Biannually
Biannually Quarterly, Bi-annually & Annually

ASFT

All stakeholders

Quarterly, Bi-annually & Annually

Conclusion
People are always communicating
The meaning intended by the sender is never exactly

the message gotten by the receiver

We can help to overcome barriers to communication

by being aware of them

Planning and thinking-through our communication

beforehand greatly enhances effectiveness

Ways forward
Reflecting on your own organisation, where do you see

challenges regarding good communication? What could be done to improve this? Could you play a role in this?

Thank you!