The Art of Effective Communication

 

The Art of Effective Communication

In this blog, I will observe a piece of communication in three different modalities. I will then interpret and reflect upon the communication in each modality and provide a synthesis of my thoughts.

 

Written Interpretation

·       Lots of grammatical errors

·       Seems as if Jane is requesting for a task to be completed as soon as possible

·       Tone of email is not as pleasant

Audio Interpretation

·       Tone of voice is better and perceived different from the email (sounds more empathetic). It is important to understand how to effectively communicate your ideas verbally to avoid misunderstandings and maximize interest while you speak (Types of Communication, 2021).

·       Jane seems to need help with a task that can possibly impact her work.

·       Jane sounds more polite.

Video Interpretation

·       The communication is clearer.

·       Jane comes off as polite and respectful.

·       Jane is putting urgency on the task she’s requesting; however, she seems to be reasonable and understand that Mark will get the information to her as soon as he can.

 

How did your interpretation of the message change from one modality to the next?

As I reviewed and analyzed each modality, my interpretation of the message changed. As I was reading the email, it seemed as if Jane was not as pleasant and could have been a little more considerate in her request regarding Mark’s work and time. As I continued to interpret the message through audio and video, the message was clear, and it seems that Jane was urgent about her request due to trying to reach a deadline that can negatively impact her work if not met.

What factors influenced how you perceived the message?

The grammatical errors and the tone influenced how I perceived the message in the email. As I continued to listen and watch the message via audio and video, the tone of voice and the body language of Jane allowed me to better perceive the message in a positive aspect.  

Which form of communication best conveyed the true meaning and intent of the message?

The exchange of information is vital to the success of two or more individuals working as a team (Fletcher & Major, 2006). Videos are processed by the brain 60,000 times faster than text. For me, the video form of communication best conveyed the true meaning and intent of the message. Body language paired with the tone of voice and choice of words helps me to better understand a message. I always tell people, if there is important information that I should know, call me rather than texting or emailing because I will perceive the information much better.   

What are the implications of what you learned from this exercise for communicating effectively with members of a project team?

The purpose of communication is often to clarify misunderstandings and to acknowledge the receipt of information and the establishment that mutual understanding has occurred between the listener and speaker (Fletcher & Major, 2006). This exercise helped me to understand that there is no one correct way of communicating but it is important to have awareness about what is appropriate in a situation. This is especially important when working with members on a project to avoid any misconceptions or misunderstandings.

 

Reference

Fletcher, T., & Major, D. (2006).  The Effects of Communication Modality on Performance and Self-Ratings of Teamwork Components. Retrieved from https://onlinelibrary.wiley.com/doi/10.1111/j.1083-6101.2006.00027.x

Types of Communication. (2021). U of People. Retrieved from, https://www.uopeople.edu/blog/types-of-communication-back-to-basics/

Learning from a Project (Post-Mortem Analysis)

 

Learning from a Project-Post-Mortem Analysis

Background Information

As I reflect on a project that I completed during my undergraduate years in one of my leadership courses, I begin to think about all the reasons why the project was engaging yet a failure. Sometimes it’s out of the control of a project manager and sometimes failure is controllable (Discenza, 2007). I was given the task of designing a daycare center (home or center based) and I went with the home-based option. Although the overall goal of the project was to start up a daycare center, the main requirements was for me to develop a business plan outlining the: 

·       description of the center

·       types of child-care services that would be provided

·       details of how the center would operate

·       number & ages of children served

·       description of the facility (indoor & outdoor)

·       requirements of educators including salary & experience/education level

·       outline of annual budget

While this project was very engaging, it was not a success due to the limited amount of time needed to complete the project. I was given three weeks to develop a business plan, start up a daycare and create a video explaining to families why my center would be a great fit for their family. Taking on many roles including both project management and instructional design roles for the first time, this was difficult for me to complete in such little time. As a result, my project/business plan missed important details and my media source may not have been as clear and concise to individuals watching. Projects are the primary means through which company strategies are implemented (The Role of Project Management, 2013).

What processes, project artifacts or activities did you include in the project that contributed to its success?

The artifacts that contributed to the success and implementation of my new daycare was the layout of the business plan. Although the business plan missed some important pieces or could have been thoroughly explained, I still was able to use that plan as a blueprint and a guide to managing the overall project. When starting up a business, it is important to develop a plan that focuses on the specific steps necessary to ensure business ideas succeed (Longo, 2019). Taking on the role as project manager, this project allowed me to include a strategy, a plan, visual data and information to contribute to the success of the project.  

What processes, project artifacts or activities did you not include in the project that might have made the project more successful?

Artifacts that were not included in the project that could have contributed to the success of the project included logs and hierarchy charts. Harrin (2021) stated that logs can represent a set of continuously evolving documents that should be updated throughout the project while hierarchy charts describe the relationship between various parts of the project. I could have implemented logs to develop a clear layout of the center’s finances. A hierarchy chart could have helped me to develop a work and product breakdown structure.

 

Reference

 Discenza, R. & Forman, J. B. (2007). Seven causes of project failure: how to recognize them and how to initiate project recovery. Paper presented at PMI® Global Congress 2007—North America, Atlanta, GA. Newtown Square, PA: Project Management Institute.

Harrin, E. (2021). 9 Types of Artifacts in Project Management. Retrieved from https://rebelsguidetopm.com/9-types-of-artifacts-in-project-management/

Longo, R. (2019). Do You Really Need a Business Plan? Retrieved from https://www.sbdc.duq.edu/Blog-Item-The-Importance-of-a-Business-Plan

The Role of Project Management in the Execution of Corporate Strategy. (2013). Leader to Leader, 2013(69), 61. doi:10.1002/ltl.20091