Effective Communication

Effective Communication is vital to successful project management. We can share information, influence behavior, attitudes and understanding when we effectively communicate to others (Portney, et al). To be most effective we must learn our own communication style I am straight forward and direct and at times it has been taken as abrupt or aggressive so as the years gone by I have learned to be aware of how I say something before I say so as not to be taken ineffectively by someone whose style is more sensitive. Dr. Stolovitch (2009) discusses some key points in communication that include diplomacy, avoiding ambiguity, and documenting everything. Avoiding ambiguity means communication should be precise so that the intended message can be relayed. When using diplomacy, you are communicating your opinion, needs, wants, feelings, and beliefs to others in a direct and honest manner, without intentionally hurting anyone’s feelings (Bezroukov, 2011).

After watching “The Art of Effective Communication”  For me the face to face communication was the least effective. While I heard her words her body language was telling me that she really did not seem to think it was so important to get the information. Her body language and tone of voice left me with the impression that although she wanted the information, there was no need to rush.

The email also seemed ineffective to me. She needed the data from him but she did not seem to voice how important the data was nor did she make it clear what data she needed.

 The voicemail for me was the most effective though still not as effective as it could have been. There is a hint of blame and desperation in her voice that at least makes it a little clearer that she needs the information right way.

Once you know the personalities within the project team using a combination of communication options, such as face-to-face, email and phone calls provide a number of benefits to ensure every personality type is captured. In the video “Practitioner Voices: Strategies for Working with Stakeholders,” Dr. Budrovich recommended tailoring your communication to the individual’s needs and preferences. The team must have a system to determine the process to keep information current and communicated in an efficient and timely fashion.

In reflecting on this exercise, I have discovered that the project manager must keep a record tracking system to determine how they will relay information it must include a strategy for communicating with its team members, without it will result in miscommunications and likely significant time delays. Clarity is another area that needs to be firmed up. Had Jane clearly stated that she must have the report by 2 p.m. today then there were would be clear understanding of the urgency.

References

Bezroukoy, N. (2011) Diplomatic Communication. Open Source Software Educational Society. Softpanorama,  www.softpanorama.org

Portny, Mantel, Meredith, Shafer, & Sutton, (2008). Project Management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.

Stolovitch, H (2011), Video Podcast: Communicating with stakeholders. Laureate Educational, Inc. Retrieved from http://sylvan.live.ecollege.com/ec/crs/default.learn?CourseID=4744647&Survey=1&47=6523831&ClientNodeID=984650&coursenav=1&bhcp=1

Multimedia Program: "The Art of Effective Communication" retrieved from http://mym.cdn.laureate-media.com/2dett4d/Walden/EDUC/6145/03/mm/aoc/index.html

Blog Assignment: Learning from a Project “Post-mortem”

This week we have been asked to look back at a project we were involved in be it personal or professional that was not successful or did not result in the desired outcomes. I found great difficulty in coming up with a project. I am pretty much a methodical person, when I plan to get some thing done I usually do with it resulting in what I want to occur, this is done by switching gears mid stream if necessary to ensure it.. However I am not perfect and some things are not always in my control. After much thought I selected a home improvement project I was involved in.

My home had an enclosed patio, what was once referred to as a Florida room. The entire structure was made up of jalousie window of which only the windows on the door worked after 40 years. As a result the room was unbearable cold in winter and hot in summer. I made a decision to remove the room and replace it with a sunroom. The estimate for the work was done in July and the permits were filed. Now it is November and I still do not have the room. I listened to what the company said about everything but they did not advise me about the actual permit procedure. The room is not done because after the permit was file it was returned because of other work done on the house over the fifty years it existed needed blueprints and permits as well.

While the company stated several things that needed to be changed to pass final inspection I was not advised that there could be items not previously permitted that would need to be. Because of this far more time was spent getting the permit and more money had to go into the project for the drawings for previous projects. The front steps, bay window and fence all were updated from the original home and all were done by contractors who at the time did not need a permit from the town to complete the work. But now permits are needed and as a result I had to hire an architect to come in and draw up plans for these items that were more that 20 years old to get a permit for them. All this before they would approve the current permit request.

I believe that had I done some deeper research on obtaining permits I would have handled this situation in a timelier manner. My SME, was not knowledgeable enough about the towns permit requirements and so caused the project to go over budget and over the timeline.

Greer, M. (2010). The project management minimalist: Just enough PM to rock your projects! (Laureate custom ed.). Baltimore: Laureate Education, I