using information for decision making - communicating rbm&e findings for action and accountabilit

7/27/2019 Using Information for Decision Making - Communicating RBM&E Findings for Action and Accountabilit

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ARCN

RBM&E system development


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What is communication?

What do you think communication is? How wouldyou define it?

Take a few moments to write down some ofyour thoughts


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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 cando it!


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Communication is.

A two-way process in which there is an exchange andprogression of thoughts, feelings or ideas (verbally ornonverbally) towards a mutually accepted goal or direction.

A process by which we assign and convey meaning in anattempt to create shared understanding.

This process requires repertoire of skills in intrapersonaland interpersonal processing, listening, observing,speaking, questioning, analyzing, and evaluating.

We have learned to speak, to write & read but not to listen.


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Purpose of the communication

Awareness

Typically the goal for the largest audience (80%)

Understanding/Value

Communicates the value of the service ororganization 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

l f


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Core elements of a communication

model

Feedback

Receiver

channel

Source

message

Encoding

Effect

Decoding


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The context of communication


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Barriers to communicationWhat are barriers to communication that exist in

any work setting?

Take a few moments to write down some ofyour thoughts


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Barriers to communication

Some common barriers to interpersonalcommunication 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 messagepasses through between sender and receiver

Large size of an organization, geographic distance: Largenumbers of receivers require good message sending methods

Personal limitations: Physical and mental disabilities, anddifferences in intelligence and education may interfere with mutualunderstanding


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Barriers to communication

Additional common barriers to interpersonalcommunication include:

Human nature: Peoples egos, prejudices, andtraditions can get in the way

Conflicting feelings, goals, opinions: If peoplefeel on opposite sides of an issue they may notshare

Power: The idea that knowledge is power canlead to information hoarding


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between yourmessage and

audience

understanding

Test yourmessages!

Speaker

Audience

Message

Beware of a disconnect.


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Tailoring your communication

Awareness

Understanding/Value

Internalization

Action

Audiences

Messages

Tailor messages

to audiences and goals

Type of communication

Find the right vehicle to

deliver specific messages

to key audiences


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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).


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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?


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What RBM&E findings to

communicate First:

draft RBM&E findings with implementing partners andprimary stakeholders in order to get feedback on accuracy,

reach joint conclusions and agree on next steps.

Second:

communicate these agreed findings to funding agencies, co-

operating institutions, government departments and otherprojects for:

accountability;

advocacy.


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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.


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Different media to communicate

findings

Written reporting.

Oral reporting.

Visual displays.


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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!


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Key messages

Communicating RBM&E findings is critical for

improving impact.

Plan a clear communication strategy as part of

the RBM&E system.


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What (information) By Who To Who WhenFFS Diaries with information (data, perceptions & recommendations) on:

Training sessions

Progress & performance with FFS action plans and inputs

Service provision FFS facilitators reflections

FFS Facilitators PDOs/SMSs Quarterly

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 Facilitators PDOs/SMSs Bi-annually

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

FFS Facilitators PDOs/SMSs Annually

SP Diaries with information (data, perceptions & recommendations) on services

delivered & support received Service Providers PDOs/SMSs QuarterlySP Internal Assessments with SPs views on the Programme and their own internal

capacities & effectiveness Service Providers PDOs/SMSs BiannuallyResearcher Diaries with information (data, perceptions & recommendations) on

research undertaken Researchers ASFT M&EOfficers BiannuallyResearchers Diaries with Researcher views on the Programme and their own internal

capacities & effectiveness Researchers ASFT M&EOfficers BiannuallyASFT Diaries with ASFT views on the Programme and their own internal capacities &effectiveness ASFT ASFT M&EOfficers BiannuallyProgress 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

MALE/SC/IFAD ASFT Quarterly, Bi-annually &Annually

Feedback on decisions made regarding the Programme as a whole and/or specific

components/elements ASFT All stakeholders Quarterly, Bi-annually &Annually


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Conclusion People are always communicating

The meaning intended by the sender is never exactlythe message gotten by the receiver

We can help to overcome barriers to communicationby being aware of them

Planning and thinking-through our communicationbeforehand greatly enhances effectiveness


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Ways forward

Reflecting on your own organisation, where do you seechallenges regarding good communication?

What could be done to improve this?

Could you play a role in this?


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Thank you!

using information for decision making - communicating rbm&e findings for action and accountabilit

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