The key to successful project management is effective communication-sharing the right messages with the right people in a timely manner.” (Portny et al 2008, p. 357) Regardless of how the message is delivered the key is the ability to communicate both orally and in writing very well according to Portny et al. In deciding which method to choose there are several approaches that one can exercise in their approach. There is formal communications where the information is preplanned and conducted in a standard format in accordance with an established schedule . Next there is informal communications and this occurs as people think of information they want to share. This week we were presented with three different forms of communication, one was in the form of an email, the second was a voice mail and the third form of communication was a face-to-face message and post our interpretation of the message as it was delivered in each of the different modalities.
In considering the different messages I viewed, I think they are all effective. However depending on the individuals personality or work habits the method of communication should be chosen. The first message I viewed was in the form of an email. I personally like to receive emails for several reasons. There is accountability from both ends and there is a paper trail verifying the content was sent. Emails are a quick way of reaching the individual because most people today have their emails sent to their mobile phones. This will allow the email to be read any place and almost immediately. Secondly, the email system has a format that will alert the sender when the recipient has opened the email, which can serve as verification that the email was read and received. Emails appeals to the visual learners by providing the material in a format that is readable. The sender can highlight important information that needs high priority so the reader will focus on certain information in the email. I am a huge fan of emails and personally think in today's society it is one of the most effective forms of communication. Written communication allows individuals to present data more efficiently and choose their words carefully in order to minimize misunderstandings according to (Portny et al 2008) There is a down side to emails. Emails do not “allow the intended audience to ask questions to clarify content, meaning, and implication of the message being sent.” (Portny et al 2008, p. 358)
The second form of communication was a voice mail containing the same content as the email. I am personally not a huge fan of voice mails because it leaves room for misinterpretation. How many times has someone left a message and you had to play it 100 times to understand the message? Or you were unclear about what the message was. Voice mail messages appeal to auditory learners, individuals who learn easily from listening. There is also a downside to voice mail communications. There isn't evidence that the intended audience received the voice mail. There are some steps that can improve communication suggest Portny. A follow up phone call to verify that the message was received or requesting the receipt to verify that they have received the messages. Individuals take a risk with voice mails because there may be a delay in response due to the fact that someone might not check it for hour or days.
The last communication was delivered in a face-to-face method. This is probably the best method. This method will allow you to appeal to all learning modalities. Face-to-face communication allows you to communicate with more than words. Effective communication is influenced by spirit and attitude, tonality and body language, and timing states Dr. Stolovitch. Face-to-face communication provides evidence that the audience received the message and you can allow the intended audience to ask questions to clarify content. It is also good to follow up your face-to-face meeting with a written correspondences highlighting the important facts that were presented.
What I learned that will help me communicate more effectively with others in the future?
A vital part of any project is possessing the ability to communicate effectively with your team. Clear and effective communication ensures that your team understands what you are saying. A lack of communication can lead to confusion, conflict, inaccuracy or incomplete results. I learned it is important when working with stakeholders to tailor your communication strategy to fit the specific needs of each stakeholder according to Rostropovich J. It is also important to meet very early on with a client to get clarification on how they prefer to communicate. Effective communication is tough. The only way to get better is to practice, practice, practice. Make all your day-to-day conversations exercises in communicating effectively and soon it will become second nature.
References:
How to Communicate Effectively | retreived November 18, 2010 from eHow.com
Laureate Education, Inc. (Producer). (n.d.). Communicating with stakeholders [Multimedia]. Project Management in Education and Training. Retrieved from Week three resources.
Portny, S., Mantel, S., Meredith, J., Shafer, S. & Sutton, M. (2008). Project Management: Planning, scheduling, and controlling projects. San Francisco: John Wiley and Sons, Inc.
