How did your interpretation of the message change from one modality to the next?
Upon reading the email version of the message, I found it to be very clear and to the point. It was carefully outlined and the importance of the message was relayed. Since this report is very important, confirming in writing is great way to cover yourself in the event the deadline passes and verification needed to be submitted that you attempted to reach out concerning the matter.
Portny el at. (2008) states To minimize the chances for misunderstandings and hurt feelings: Confirm in writing the important information that was shared in informal discussions.
The voicemail version of the message would not have been the best form of communication for me personally. I interpreted it to be a bit lengthy for a message and with the flaws of telecommunication; the message could have not been received by Mark.
The face to face version is possibly the best form of communication. By speaking directly to Mark he knows the urgency of his report and when it is needed. It also adds that accountability directly to complete your portion of the work requested. Unlike the previous two versions of the message you can also ask questions directly if you re unsure of something related to the report.
What factors influenced how you perceived the message?
The urgency presented in each version played an important factor to how I perceived the message. If I were Mark by each message received, it would have shown that I needed to make this project a top priority.
Which form of communication best conveyed the true meaning and intent of the message?
The best form of communication was the email version because Jane took the time to to place everything that she needed from Mark in the email. In a face to face or email environment sometimes elements can be left out the message or forgotten that would make it difficult to obtain what’s needed accurately.
What are the implications of what you learned from this exercise for communicating effectively with members of a project team?
Communicating effectively with team members is of the utmost importance. For me, to be on the safe side, I would utilize at least two out of the three levels of communication initially. Using face to face interaction will ensure that all team members are accountable for the information received. Follow-up emails would be sent to each team member with the information discussed in a written format. As an added point of accountability, electronic signatures will be requested to assure acknowledgement of the email. Voicemail would be the last result and would show an ultimate red flag if it got to that point to receive any information that was previously requested in the other two formats.
Reference:
Portny, S., Mantel, S., Meredith, J., Shafer, S., Sutton, M., & Kramer, B. (2008). Project Management: Planning, scheduling and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.
Cottrell, I agree with you in your opinion that the strongest communication was that of the email. To me, it seemed to get across to the recipient the need for action and what was needed to be done. According to the Portny text it is a good example of formal communication being that it was pre-planned and in writing (Portny, Mantel, Meredith, Shafer, Sutton, and Kramer, 2008).
ReplyDeleteAnother point you make in your blog highlights to me the value in perceptions in regards to communication. I sensed that the woman communicating in the video was not being clear about her need to get information and felt that it was not as effective as the email and the voicemail messages. I the article Types of Perception in Communication the components of self-perception, environment, physical perception, learned and cultural elements play roles in how we communicate and receive communication (Pappa, eHow website). Through the different elements of my perception I received the message as weak and not sure how necessary the information might be to get to her right away. Of course this is true through the perception that I am a very busy worker as she implies in her message.
Cottrell, thanks for your post I enjoyed reading it.
Reference
Portny, S., Mantel, S., Meredith, J., Shafer, S., Sutton, M., & Kramer, B. (2008). Project Management: Planning, scheduling and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.
Pappa, J. Types of Perception in Communication. eHow website. Retrieved from http://www.ehow.com/about_5393970_types-perception-communication.html.
Hi Cottrell,
ReplyDeleteI agree that the face-to-face delivery of that message was the most effective. However, since we know that in today's work environment that is not always an option - I think the email version (putting it in writing) is the next best thing and most critical. Of course, the written message leaves nuances to the reader and there is a chance of misunderstandings. But that said, putting it in writing is always a good idea (Stolovich, 2010).
In one of our discussion posts I stated that I think a strong communication plan is the foundation of good project management. It is an intricate part of all phases, essential to building strong working relationships amongst project team members, and helps keep everyone informed and on track towards the project goals.
Reference
Stolovitz, H. “Communicating with Stakeholders” [Online video]. Laureate Education, Inc. Retrieved from http://sylvan.live.ecollege.com/ec/crs/default.learn?CourseID=4744643&Survey=1&47=6390536&ClientNodeID=984650&coursenav=1&bhcp=1
Hi Cottrell,
ReplyDeleteI agree that the email and face-to-face could both be effective in this scenario. I also thought voice mail was the least effective and should be a "last resort".
Portny et al., offer us some steps to take when someone on a project is lagging behind in their responsibilities. You have done a good job of explaining this as well. Portny (p.300)lists:
1) you may need to speak with the person's supervisor
2) put it in writing - as you have mentioned, put project agreements in writing.
3) be specific - the clearer a request the easier it is to respond correctly. I thought Jane's email was specific in her follow up.
4) follow up - create a schedule to follow up on the person's performance.
5) make the person accountable to the team
6) get a commitment
7) create a sense of urgency and importance with the person's work in the project
Resources
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.
Hi Cotrell,
ReplyDeleteYour post was thoughtful and accurate! I often trust information in writing. Telecommunication is really not the most effective way to relay an urgent message. Voice mail can be helpful but if someone else receives the message then they may erase it. Putting important information in writing is one way to assure and document the message. Face-to-face is the ideal because questions can clear up misunderstanding and steer the receiver in the right direction. Role playing is one creative way to formulate personal feelings and ideas about issues. Our text noted a place here in North Carolina which may be worthy of exploring, also. In the text "Project Management-Planning, scheduling, and controlling projects" (Portney,2008) it gives this example by introducing us to the Center for Creative Leadership in Greensboro, NC. CCL's Mike Wakefield states the importance of communication "Leaders who are trusted-even in times of great difficulty-are skilled communicators". Using the internet, blogging, and posting with students at Walden University has given an interesting way to communicate and practice those skills.
Portny, S.E., Mantel, S.J., Meredith, J.R., S.M, Sutton, M.M., & Kramer, B.E. (2008). Project Management-Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.