Communicating Effectively
This week, I have spent some time with an
exercise, "The Art of Effective Communication," to help me explore
how communication modality affects message interpretation within project
management contexts. In this exercise, I was able to observe a piece of
communication in three different modalities: as a written text, as audio, and
as a video. Using this exercise, I explored and understood more about how
effective communication with stakeholders and instructional designers is vital
for project success and how it influences team coordination and the success of
project objectives (Greer, 2010).
The exercise "The Art of Effective Communication" was a multimedia program that showed a message in three different modalities: email, voicemail, and face-to-face video. Reflecting on these different modalities, I recognized how the choice of communication modality plays a significant role in clarity and effectiveness for project teams such as stakeholders (Aakhus & Bzdak, 2015). For instance, the first modality(written) was through email. I found the email to have a clear purpose at the beginning, and it stated the situation while also giving possible solutions (Walden, n.d). It also indicates how the receiving person should respond to the situation (Walden, n.d). It was straightforward, and the tone indicated urgency about the possible missed deadline.
Next, I viewed the same message but as a voicemail (audio modality). I found the voicemail to be very effective in terms of the caller's tone, which showed a genuine concern about the urgency of the situation. I felt the message to be more personal and likable than the email. Here, I understood how the message was truly meant to be received, unlike the email, which could have the person who received the email guessing how to interpret the tone of the email (Chaiken & Eagly, 1983).
Lastly, I viewed the same message but as a face-to-face interaction (video modality). The face-to-face interaction provided the best interpretation of the message and how it was meant to be interpreted. Here, you can see the speaker's facial expressions and body language. These nonverbal cues give insight into the speaker's emotional state, and their gestures help reinforce the speaker's point. Combining the verbal tone, facial expressions, and body language gave me a clearer understanding of the speaker's full intent. Although the situation is urgent and deadlines are approaching, the speaker was sincere but lacked a holistic approach toward their team member.
To me, face-to-face interaction was the most effective, followed by voicemail and email. Through this exercise, I learned that the modality through which a message is delivered could affect how it is understood. Written text, like an email, may miss emotional nuance, while audio adds tone and pacing, and video adds body language and visual cues. When it comes to project team communication, it is important to consider how the message might be received. For instance, being mindful of non-verbal cues during meetings or video calls can ensure that your message is not misinterpreted and that team members can pick up on key emotions or intentions beyond words spoken (Walden, n.d).
When working with others, like stakeholders, especially in written communication (emails), it is important to be conscious of how the tone may be perceived. Careful word choice can help clarify tone and intent when it comes to written modality (Walden, n.d). As Taylor (2013) mentioned, sending too many details or lack of clarity can cause a project to be delayed. If I were a project manager and needed to communicate with the stakeholders, I would aim to use a combination of communication modalities depending on the severity of the situation, such as written and audio or written and video. That way, if the situation is urgent, such as a deadline, I can ensure the message and the intent behind it are clearly understood.
References
Aakhus, M., & Bzdak, M. (2015). Stakeholder engagement
as communication design practiceLinks to an external site.. Journal of Public Affairs, 15(2),
188-200. DOI: 10.1002/pa.1569.
Chaiken, S., & Eagly, A. H. (1983). Communication modality
as a determinant of persuasion: The role of communicator salience. Journal
of personality and social psychology, 45(2), 241.
Greer, M. (2010). The project management
minimalist: Just enough PM to rock your projects! Download The
project management minimalist: Just enough PM to rock your projects!(Laureate custom ed.). Walden University
Canvas. https://waldenu.instructure.com
Taylor, J. (2013). Elements of a
Stakeholder Communication PlanLinks to an external
site.. Retrieved from
http://www.brighthubpm.com/project-planning/15148-elements-of-a-stakeholder-communication-plan/Links to an external
site.
Walden University, LLC. (Executive Producer). (n.d.).
Communicating with stakeholders [Video file]. Retrieved from
https://waldenu.instructure.com
Great insights! Your analysis clearly demonstrates how different communication modalities affect message interpretation. I appreciated your thoughtful reflection on the nuances of tone and non-verbal cues, especially your point about video modality providing the most clarity. Your suggestion about combining modalities depending on urgency is practical and valuable for ensuring stakeholder understanding. Nicely done!
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ReplyDeleteYour blog post on "The Art of Effective Communication" emphasizes that communication is vital in project management. The comparison of written, audio, and video highlights that individuals interpret messages differently based on clarity, tone, and nonverbal cues. Jelinek (2024) posits that when there is a nonnegotiable deadline for a project, you may want to give some team members an earlier date so that the project is completed on time. In addition, the project manager should be direct in their communication style and give team members time to analyze and process the information (Jelinek, 2024). While reading your blog, I discovered that your views align with best practices when communicating with stakeholders because choosing a channel to deliver the message can impact decision-making and engagement. Strategic communication planning fosters collaboration, decreases risks, and leads to a successful project outcome.
ReplyDeleteReferences
Jelinek, S. (2024). Working With Difficult People Is Inevitable. TD: Talent Development, 78(8), 48–53.