In this exercise, we had to interpret a message delivered in
three different modalities; text, audio, and video. Additionally, a synthesis is included
about the implications of effective communication in project management.
Interpretation of a Message in Different Modalities
Email
The email represented the written form of the message. It was
polite, concise, and clear. It has no auditory
input, so the tone of the message had to be interpreted only by the words used
to convey the message. An advantage of
using email messages to communicate is that it can be documented and it is
accessible at any time. On the other
hand, a disadvantage is that there is no immediate feedback or clarification from the sender or the receiver.
Voicemail
The voicemail represented the auditory form of the
message. It was a bit informal and the
tone could be perceived as less friendly.
An advantage of the voicemail is that is more personal and the feedback
could be more immediate than the written form.
A disadvantage of this modality is the lack of visual input to determine
body language.
Face2Face
The face2face represented the video form of the message. It was friendly and it has both, the visual and
the auditory input. In addition, it
could be documented. A downfall might be
that it does not allow for immediate clarification of two way conversation.
Synthesis
Portney, Mantel, Meredith, Shafer, Sutton,
and Kramer (2008) indicate written and verbal communications as well as
informal and formal communications are useful ways to exchange information in
the field of project management.
Furthermore, the key to successful project management is the practice of
effective communication. Effective
communication is achieved by sharing the right information with the right
people in a timely manner. Moreover, Dr.
Stolovich discusses how effective communication is not just words, but it is
influenced mostly by spirit and attitude, tonality and body language, timing,
and the personality of the recipient (Laureate Education Inc., n.d.).
Considering the factors that comprise an effective
communication, it is fair to say that the face2face delivery of the message is
the most effective one because it includes the visual and auditory input. The visual input allows the receiver to watch
the body language and the auditory input allows the recipient to determine the
tone of the message. In addition, the
spirit and tonality of the message could also be interpreted. Nevertheless, the email message could also be
an effective way of communicating because it is clear, concise and could be
documented. I believe the voicemail is
the least effective form of communication since there is just the auditory input
with no visual and it is less specific because it is usually short in
length.
In short, when working on a project I think
the best communication approach should be a combination of these
modalities. Portney, Mantel, Meredith,
Shafer, Sutton, and Kramer (2008) suggest that in project management it is very
important to keep everyone that is involved in a project informed at all
times. As a result, choosing the best
communication approach will depend on the recipients, the timing, and the nature
of the message. Vince Budovich explains
that the project manager should tailor the communication strategy to fit the specific
need of the stakeholder (Laureate Education Inc., n.d.). In other words, these elements will help the
project manager to determine the modality that will allow the most effective
way to convey a message. In the end, the most important thing is to choose
the communication approach that fits best according to the situation and that
has proven to be effective in conveying the message.
References
Laureate
Education, Inc. (n.d.). [Video Program]. Communicating with stakeholders, Dr. Harold
Stolovich. Retrieved from https://class.waldenu.edu/webapps/portal/frameset.jsp?tab_tab_group_id=_2_1&url=%2Fwebapps%2Fblackboard%2Fexecute%2Flauncher%3Ftype%3DCourse%26id%3D_1340289_1%26url%3D
Laureate
Education, Inc. (n.d.). [Video Program]. Practitioner voices: Strategies for working
with stakeholders, Vince Budovich. Retrieved from https://class.waldenu.edu/webapps/portal/frameset.jsp?tab_tab_group_id=_2_1&url=%2Fwebapps%2Fblackboard%2Fexecute%2Flauncher%3Ftype%3DCourse%26id%3D_1340289_1%26url%3D
Portny, S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., Sutton, M.
M. & Kramer, B. E. (2008). Project management: Planning, scheduling,
and controlling projects. New
Jersey: John Wiley & Sons.
Michelle,
ReplyDeleteI agree that face to face communication is the most effective form because each person shares verbal and non verbal cues, which helps to decipher the message and the meaning. The tips offered on this website are similar to those discussed in this week’s video with Dr. Stolovich.
1. Time taken to communicate among a team dramatically increases with team size.
2. The most effective way to reduce this is to hold regular, consistent meetings, so team members don’t have to repeat the same information with each other.
3. Project managers can assist in the communication process if they act as a central collation point.
4. Communication is improved if the project manager condenses or filters the information prior to distributing it to the project team.
Project Communication Guide (2012). Effective Communication.. Retrieved from
http://www.projectmanagementguide.org/project-management/effective-communication
Jan
Michelle, this is another one of those times when how we perceive something is so different, even though we read, heard and watched the same media. I was entirely put off by the F2F mode, as I didn't like Jane's tone or the sense that she was being falsely apologetic. I liked the email, because it said what needed to be said, and I thought the voice mail conveyed that sense of urgency that a deadline brings about, so I would likely use those two modes before I would consider the F2F visit. I might be perceiving something that Jane didn't intend to express in her tone and body language, but that demonstrates to me why it is so important to make sure the message holds the meaning without a lot of excess baggage hanging on.
ReplyDelete~~ Lyn
Michelle,
ReplyDeleteFirst, I want to say I love the design of your blog page. It is very creative.
Effective c communication is a very important factor when working on a project or anything else. After looking at the different scenarios, I see why it is important. From looking at the different comments on people blogs, we all have different opinions of what we feel is the best approach. The effective communication that I chose was the email communication. I chose this communication because you are able to have a paper trail if you would need to refer back to that information. I do see how face-to-face communication would be an effective way of communicating because of the tonality and the body language where with email you can’t see. I do feel it depends on what you are working with will determine what type of approach would be the best approach to use.