Communicating Effectively: Look, Listen, Read

In this blog I will be analyzing information received through three different environments; an email, a voice message and face-to-face message. The message is about the need for a missing report; you could view the module here http://mym.cdn.laureate-media.com/2dett4d/Walden/EDUC/6145/03/mm/aoc/index.html

Two characters communicating through a string

Communication planning is one of the important aspects of an effective project management process (Portny, Mantel, Meredith, Shafer, & Sutton, 2008). There are three forms of communication, verbal, non-verbal and written; the message conveyed face-to-face relies greatly on the non-verbal cues associated with the message, like the tone, the body language and gestures (Verma, 1996). These non verbal cues are not available through written messages; therefore, written message should be clear, concise and focused (Laureate Education Inc., n.d.).

Interpretation

I had similar understanding of the message for email and voice mail message; through both I understood that Jane requires a late report from Mark so she could use it to finish her report on time. My understanding was that Mark is late in submitting his report to Jane. Through the face-to-face message, my understanding shifted to realize that Mark was not late, and Jane just wanted to make sure that she gets the data or report early so she could finish her task on time (Laureate Education Inc., n.d.).

Influential Factors

The main problems that affected my understanding of the email were the use of an acronym and the many words which are not related to the main request. Without non verbal cues and with no written words, the message over the phone could be interpreted as an angry request. I believe that the tone of the message contributed to this understanding. With the face-to-face conversation, I was able to gain much more understanding than the written and verbal messages. From looking at the setting and seeing Jane, it appears to me that she requesting this data from a colleague in an amicable way. Tone and body language are important factors that could affect the message (Laureate Education Inc., n.d.).

The True Message?

I believe that the message was clearly delivered through the face-to-face interaction. There were no barriers; in addition, the non verbal cues like eye contact, face expression and body language (Nayab, 2011) helped in recognizing the intent of the message, and gave more friendly tone than the other two messages.

Implications

Communication among project teams is crucial to the success of the project. Project managers should not rely on the The Messagedocumented information only; they should follow-up with their teams through regular meetings and progress reports (Portny, 2008) to make sure that the information is transmitted and received accurately. There are many factors that could affect a message transmitted between a sender and a receiver; these factors are the context and the environment in which the message is delivered through (Verma, 1996). Furthermore, culture, personalities and judgment are all factors that could affect the message (Verma, 1996). Project Managers should utilize the various forms of communication to deliver relevant and appropriate messages (Tyson, 2010).  In this module, the most effective message for me was the one delivered face-to-face, but this is not always the case in projects. Teams could be located in different locations and even in the same office there is a need to send informal messages via written communications or emails. Written communication should include a clear purpose with a friendly and respectful tone (Laureate Education Inc., n.d.).

Finally, it is recommended that project managers document conversations, verbal agreements and informal massage (Laureate Education Inc., n.d.) to be able to provide any supporting information related to the project.

References

Laureate Education Inc., (Producer). (n.d.). Communicating with stakeholders [Video webcast]. 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_1957702_1%26url%3D

Nayab, N. (2011). Comparing various forms of communication. Retrieved from http://www.brighthubpm.com/methods-strategies/79297-comparing-various-forms-of-communication/

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. Hoboken, NJ: John Wiley & Sons, Inc.

Tyson, B. (2010). How important is communication in project planning. Retrieved from http://www.brighthubpm.com/project-planning/84935-how-important-is-communication-in-project-planning/?cid=parsely_rec

Verma, V. K. (1996). The Human Aspects of Project Management: Human Resources Skills for the Project Manager, Volume Two. Newtown Square, PA: Project Management institute Inc.

[Untitled image of two characters communicating through a string]. Retrieved from http://www.boscoanthony.com/tag/communications/

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