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
Patricia,
ReplyDeleteI thought it was interesting how you mentioned considering the personalities of the people you are communicating with and tayloring communication to their personal communication style.
This does seem to require an investment of time that you may not have when working with someone for a project. However, if you are the kind of person that openly communicates with others with ease I can see how it would be much easier to accomplish.
The kind of communication presented in the three modes represents informal communication; therefore, could benefit from a follow-up in writing to express the importance of the topic.
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 Patricia,
ReplyDeleteI had the same reaction to all three communication methods. Documenting conversations is absolutely necessary. In addition to avoiding possible problems, “if you develop a reputation for taking good notes and distributing critical notes and meeting updates to project team members, then your documentation will be well trusted on current and future projects (Egeland, 2009).” I believe this reputation is important because it will keep other team members on alert of your seriousness and their behavior. Reading and re-reading all communication before they are sent out is a necessary component of cultivating your reputation. Not only can these skills lead to a successful project outcome, but could possibly enhance your career potential.
Jennifer