Getting the Message

We communicate with each other all of the time.  And there is no shortage on the different ways we can transmit our message.  We use texting, email, post on blogs and social media, have phone conversations or leave a voice mail, and interact face-to-face.  When we are communicating with each other, how do we know we communicating effectively and sending the right message?

This week we had to observe a piece of communication in three different modes: email, voicemail, and face-to-face.  The scenario is that Jane needs Mark’s report so she can extract the date she needs to finish her report and meet her deadline.  She is asking Mark when will he send the report to her.  Below is how I interpreted the different messages.

Email

Jane’s email was clear on what she needs from Mark.  The way the message is written shows that she is empathetic to his busy situation but at the same time there still is a sense of urgency for him to send the report or at least the data she needs to finish her report.

Voicemail   

Listening to the voicemail, Jane sounds frustrated that Mark has not completed his report.  Even though she acknowledges he has been busy, her hurried speech gives a tone of frustration and urgency.  Her message was clear in what she needs had a professional tone.  I think the way Jane says how she ‘appreciates his help’ sets a tone of ‘hey, we’re on the same team so let’s get this done’.

Face-to-face

The face-to-face communication is very different from the previous two modes.  Jane's tone seems laid back and doesn’t express the urgency as the other two methods.  Along with that, the encounter seems very informal.

Communicating Effectively

As you can see, the same message can be interpreted in different ways depending on tone and other characteristics.  In project management, communication is a key component for success.  Portny, Kramer, Mantel, Meredith, & Shafer, (2007) state that effective communication is key to successful project management- sharing the right messages with the right people in a timely manner (p. 357).  In this case, I thought the email was the best method that got the message across.  When using written communication, Dr. Stolovitch names five things it should include (Laureate Education, n.d.):

- Clear purpose

- State the situation

- Include possible solutions

- Specify the form that the response is required to take

- Keep tone business friendly and respectful

As the project manager, it is important that the communication is being received and understood.  There are many ways a message can be delivered.  We should be diplomatic when communicating but at the same time be firm when needed.  It is also good practice to keep a record of all communications just in case something gets questioned later on in the project.  Without effective communication, the project can suffer or the misinterpretation of a message could be problematic for those individuals.

Reference

Laureate Education, Inc. (Executive Producer). (n.d.). Communicating with stakeholders [Video file]. Retrieved from https://class.waldenu.edu

Portny, S. E., Kramer, B. E., Mantel, S. J., Meredith, J. R., & Shafer, S. M. (2007). Project management. Chichester, United Kingdom: John Wiley & Sons.