Week 3 Blog Assignment: Communicating Effectively
After reviewing these different modalities, I see why communication is so important. Dr. Stolovitch states in the video “Communicating with Stakeholders,” communication should be clear, concise, and focused. Communication helps everyone to stay on target. Effective communication should be influenced by (1) spirit and attitude, (2) tonality and body language, (3) timing, and (4) personality of the recipient (Stolovitch, 2012).
The email modality that was demonstrated is very respectful and to the point. Jane stated in her email what type of situation she was in and included a solution to the problem. Her tone of the email was business friendly and respectful. Dr. Stolovitch stated we should always keep documentation of our work. Keeping documentations is important in case a problem arises (Stolovitch, 2012).
The voicemail modality is considered as an oral communication. In the voicemail modality, Jane was very respectful as well and to the point. Her tone on the voicemail was courteous. She expressed to Mark what she needed and how soon it was needed. In this situation, Jane need to document the date, time, and purpose for her voicemail in case she would need to refer to this information.
The face-to-face modality seems very pushy and bossy. The body language and tone was not appropriate. In the face-to-face modality she was pointing to Mark telling him what she needed and when she needed it. This type of behavior is a turn off and will make the person not want to help.
From looking at these three modalities, the email modality is the one that best conveyed the message. The message stated the purpose, time frame, and solution. Also, it is the documentation that you can refer back to if needed.
In communicating effectively with members of my team, I will use the strategies that Dr. Stolovitch suggested using; think of the spirit and attitude, tonality and body language, timing, and the personality of the recipient (Stolovitch, 2012). It is important to be respectful and communicate. Also, I will keep documentation of all of my work.
Stolovitch, H. (2012). Communicating with Stakeholders. (Video) Laureate Inc. Retrieved from https://class.waldenu.edu/webapps/portal/frameset.jsp?tab_tab_group_id=_2_1&url=%2Fwebapps%2Fblackboard%2Fexecute%2Flauncher%3Ftype%3DCourse%26id%3D_1340289_1%26url%3D.
Jan,
ReplyDeleteWhen I am working in projects, the email modality and the face to face interaction have always worked best for me. The email modality helps me keep everything documented and it works well when everyone involved in the project agrees that this will be our primary form of communication. The face to face interaction is an excellent communication modality for the weekly meetings and reports regarding the project. In a face to face interaction you are able to read the body language of the people present and it also allows you to be able to clarify doubts and answer important questions immediately; as opposed to the email. A good strategy to combine both modalities could be to prepare a post report of each meeting or minutes and send the information through email to keep track and document all the events concerning the project.
It is very important to remember that there should be a uniform format in both modalities. For example, Portney, Mantel, Meredith, Shafer, Sutton, and Kramer (2008) provide important tips on how to conduct meetings effectively by using strategies before, during, and after the meeting. Similarly, they suggest that preparing progress performance reports to regularly keep track of the status of the project is a convenient way to keep everyone involved, informed, and up to date. Likewise, Dr. Stolovich advices that meeting with key players to establish the format of communications and documenting the outcomes of meetings are effective communication strategies in project management (Laureate Education Inc., n.d.).
In short, I think that the three modalities are effective, but its selection depends on the nature of the message, to whom it is addressed, and when it needs to be sent. Nevertheless, we need to make sure that we are always clear, concise, and polite in our communications.
References
Laureate Education, Inc. (n.d.). [Video Program]. Project management concerns: Communication strategy and organizational culture. Dr. Harold Stolovich. Retrieved from https://class.waldenu.edu/webapps/portal/frameset.jsp?tab_tab_group_id=_2_1&url=%2Fwebapps%2Fblackboard%2Fexecute%2Flauncher%3Ftype%3DCourse%26id%3D_1340289_1%26url%3D
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. New Jersey: John Wiley & Sons.
Michelle,
DeleteI agree with you that it depends on what you are working on and who you are working with will depends on what kind of approach would be best to use. I do know some people can get offended by emails because they do not know the tone and body language that is being used. Having meetings is necessary so that you can get a general idea of what people needs are and how they want to communicate.
It's been interesting reading everyone’s posts on this communication. One thing is clear is how different everyone response has been. For me I liked the face to face better than the other modalities. I saw the email and voice as having attitude and I wouldn't have responded as well to them. This exercise really makes me realize how important communication is. I have had problems in the past with email communication. I often use sarcasm which is not a good idea with email. So in the end people get confused or offended by my messages.
ReplyDeleteIt’s important for us to communicate in many ways even if it's one on one communication.
Its important for us to communicate in many ways even if it's one on one communication.
Miles,
DeleteIt is clear from reading different posts that everyone has a different ways that they perceived effective communication. Emails do allow you to have paper trail in case you need to refer back to them. As far as the face-to-face scenario, I felt that Jane was pushy and bossy; even though she was smiling when she told Mark what she needed; the finger pointing was a turn off for me.
Lisa, I'm another who was put off by the face-to-face message. There was just something about the way Jane talked that made me feel she was being insincere and whiny, and that overly-apologetic tone would have made me want to avoid speaking with her in person. Her email said what needed to be said, and her voice mail said it with a greater urgency, but that F2F meeting over the wall at Mark's cubicle just bothered me. It might also be that when I work in a cubicle I hate for people to speak over it like it's a friendly back-yard fence! LOL! Come in and talk to me IN my cubicle or at least in the doorway, if you want to talk business. But that's just my perception of this method. I would definitely write the email for documentation, and then probably call Mark to make sure he got the email and ask for clarification on his schedule.
ReplyDelete~~ Lyn
Lyn,
DeleteI cracked up when I read your post about hollering over a back yard fence; that is so true. I could not do anything but laugh…LOL.
Having an email as a paper trail and following up with Mark is an effective communication.