COMMUNICATING EFFECTIVELY
For this week, I have been assigned to observe a piece of communication in three different modalities: as written text, audio, and, video; after which, I am to share a synthesis of my thoughts regarding what this activity implies about communicating with members of a project team.
One of the primary roles of a Project Manager is to communicate effectively (Stolovitch, n.d.). Effective communication in project management, therefore, forms the backbone of any project. Stolovitch (n.d.) emphasized that effective communication is influenced by spirit and attitude; tonality and body language; timing; and the personality of the recipient. According to Cox (2009), “the factors that influence the way a message is received include perception, attitudes and beliefs, values, and noise, which is any distortion or disruption of the communication process” p. 154. As such, ineffective communication may result in the project management’s team missing important opportunities, as well as, misusing/wasting time. Portny, Mantel, Meredith, Shafer, Sutton, & Kramer (2008) agreed that “the ability to communicate well, both orally and in writing is a critical skill for project managers” p. 357. However, not everyone is a “born” communicator, and as such there is always room for improvement. To this end, it is of paramount importance that Project Managers are adequately trained in order to acquire the necessary skills to create effective communication on projects.
Modalities of Communication:
Reading between the lines, I figured out that Jane urgently needs to ETA report in order to meet an important deadline. However, the way the message is worded, I could not feel the urgency in the tone used. Additionally, a deadline is not given to Mark to submit the report to her, instead her request states “please let me know when you think you can get your report sent over to me”. This therefore gives a leeway in submission of the report. It gives a feel of being too laid back in getting the document on time although she (Jane) began the written message with a clear purpose, stated the situation, included possible solutions, specified the form that the response is required to take and kept tone friendly and respectful (Stolovitch, n.d.) which he claimed to be elements of effective communication. In the meantime, Ferraro (1999) contended that an emailed message is under the influence of both the writer and the reader; in that, the writer has control in documenting a message that is concise and hits the point while the reader has control in interpreting the message. One disadvantage of written communication as pointed out by Portny,et. al. (2008), is that, it does not allow for dynamic conversation and brainstorming. As such, I believe an email should be used to reinforce/follow-up verbal communication.
Voice-mail
The tone and expression used in the voice mail totally changed the interpretation of the message when compared to the 
email. I could hear the team-spirit, level of command in a respectful way, and politeness in Jane as she asked for the report (she was desperately in need of) in a friendly manner. I could pick up the urgent need for the report in the tone of her voice.
The control over a voice message is shared between the speaker and the listener (Ferraro, 1999). The speaker controls what is said through spoken words and tone of voice. In the meantime, the listener interprets the tone and the words spoken. This mode of communication may be more effective in relaying informal message to be followed up by face-to-face contact.
Face-to-face conversation
The use of spoken words, tone, pitch, facial expression and body language gave a different twist on the interpretation of Jane’s message. I believe this mode of communication was most effective. One can feel the warmth being portrayed 
as she politely asked for the ETA report. This characteristic (warmth) does not readily “jump out” in the email and voice-mail message. Ferraro (1999) noted that face-to-face conversation gives the speaker greater control in using facial expressions, voice tonality and body language in the delivery of a message on the audience (listener). This does not only allow the listener to interpret the cues but also to query the information. Stolovitch (n.d.) recommends that important information be first conveyed in a face-to-face format in the presence of all stakeholders. This modality of communication is effective when there is a need for collaboration and is quite useful to in decision-making, resolving issues, and sharing of information.
IMPLICATION
According to Roberts (2009), every project must have a communication plan. Effective communication does not depend only on the content (what) that is transmitted but more importantly how it is done. A Project Manager has a variety of communication media at his or her disposal but should acquire the “art” in utilizing the most effective method to communication messages to his or her team members.
REFERENCES:
Cox, D., (2009). Project management for instructional designers, a practical guide. IN: iUniverse
Ferraro, V. (1999). Speech. Differences between oral and written communication. Retrieved from http://www.mtholyoke.edu/acad/intrel/speech/differences.htm
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.
Roberts, R. (2009). Communicating Effectively with Your Project Team. Brighthub.com. Retrieved from: http://www.brighthub.com/office/project-management/articles/60211.aspx#ixzz1S2OZerFu
Stolovitch, H. (n.d.) Communicating with Stakeholders . Retrieved from http://sylvan.live.ecollege.com/ec/crs/default.learn?CourseID=6290461&Survey=1&47=8272809&ClientNodeID=984650&coursenav=1&bhcp=1.
Stolovitch, H. (n.d.). Project management and instructional design. [Video]. Laureate Inc. Retrieved from http://sylvan.live.ecollege.com/ec/crs/default.learn?CourseID=6290461&Survey=1&47=8272809&ClientNodeID=984650&coursenav=1&bhcp=1.
melprojectmanagement 
How interesting Mellisa! We differ dramatically on which modality was the most effective in this case. “The key to successful project management is effective communication – sharing the right messages with the right people in a timely manner” (Portny et al., 2008, p.357).
I do not believe that there is a right or wrong answer for this exercise as I believe that this string of scenario’s are highly subjective and interpretation from the receiver of the message is the reason as to why there will be so much variation.
Both formal and informal conversations can be a way to share and collect information during a project (Portny et al., 2008) but I cannot agree that email (as the informal style) should only be used to reinforce/follow-up to verbal communication, to extend this a bit further this statement does depend on your work environment and because work environments vary drastically where email is the primary mode of communication verse being in a work environment that does not utilize email traffic as often, so again it just depends! I do agree that a disadvantage of written communication as pointed out by Portny, et. al., (2008), is that, written communication does not allow for dynamic conversation and brainstorming. In this case, I found the face-to-face conversation with Jane (although the most friendly and personable) I did not interpret her message as the most effective for a business environment, I would have like to hear firm and friendly. Her tone to me was way too casual and because of this delivery style, I did not feel that she fully conveyed the importance of her message, but again that is my interpretation and to each their own. Thanks for sharing yours!
References:
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.
Melissa, great blog posting. I found the information very informational and very well laid out. I think this assignment was interesting because everyone tends to have a little bit different spin on what they think is the most effective. I do agree with Sasha’s comment above that there isn’t necessarily a right or wrong answer for this task. Personally, I agree with you that person to person interaction is the best form of communication. I know i like it better when one of my colleagues approaches me with an issue rather than emailing. Face to face communication eliminates all the unknowns of impersonal communication.