Effective communication modalities are necessary to ensure the success of the project. As the sender of a message, how we communicate and what we communicate to the receiver (stakeholders) can influence the intent of the message. Depending on the needs of the stakeholder or project some forms of communication are more effective than others. Three different communication modalities (email, voicemail, and face-to-face) are used in effectively communicating with project team members.
In the video presentation, Jane sent an email to Mark and stated her purpose clearly about needing a missing report to finish her report and deadline for delivery. Mark, engaged in the middle of a meeting may have received that email as an attack with only reading “…a missing report…” and not interpreting the entire intent of the importance of the message. If not engaged in a meeting, this form of communication would provide Mark time to read it and comprehend the intent of the message. Mark could then, respond with a resolution to the message.
The same message sent via voicemail, while Jane has a soft tone, Mark may respond differently even if he is engaged in a meeting. Hearing a voice is more personal then receiving an email, especially if you can put a face to the name of the sender. Both email and voicemail are forms of informal communications. Informal communications occurs as people think of information they want to share (Portny, et al., 2008, p. 357).
The same message presented ftf is the most effective form of communication that best conveys the true meaning and intent of the message. The fact that the message deals with a deliverable and deadline this should have been Jane’s first course of communication. Ineffective communication can lead to project delays, misunderstandings, frustration, or workplace conflicts. This form of communication could be a formal communication preplanned and conducted in a standard format in accordance with an established schedule (Portny, et al., 2008, p. 357).
What I have learned from this exercise is we need to understand the different forms of communication and chose the one that best suits the desire of the message we intend to send to the receiver. The intent of the original message, the best form of communication would have been the ftf modality. This method of communication is more effective than the other methods. They enable both the sender and the receiver to view the body language and facial expressions of the communicating stakeholders.
Laureate Education (Producer). (n.d.). The art of effective communication [Video file]. Retrieved from http://mym.cdn.laureate-media.com/2dett4d/Walden/EDUC/6145/03/mm/aoc/index.html
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.