Communication

After observing a piece of communication in three different modalities: as written text, as audio, and as video, I found the following consistencies that contributed to the ineffectiveness of the communication. 

                All three methods didn’t present a clear message as to what was needed up front, the communication didn’t define “missing report” or negotiated a suspense date, in which the reports will be delivered.  Another point, the communication didn’t provide any specifics as to how the report needs to be drafted or which delivery method is required; e.g., hard copy, email, PDF etc.  Providing specific, negotiating suspense dates, and follow ups, as well as, getting a commitment to complete a task is the key to effectively communication. (Portny, Mantel, Meredith, Shafer & Sutton, 2007, P 300)

                Both the voice mail (tone) and face-to-face (tone and body language) didn’t match the implied urgency/concern relayed in the communication, “I might miss my own deadline if I don’t get your report soon”.  All three didn’t include a requested turn around date.  The tone and body language used seemed to minimize the sense of urgency and its importance to receive the report in a timely manner.  This happens often when the requester feels uncomfortable about asking someone for information and tries to use a friendly, I understand you are busy approach to win a commitment to get what they need from this person.  This method project that your work is less important and since you communicated that you understand they are busy, you send an implied message that you will acceptance a late response or no response. (Portny, Mantel, Meredith, Shafer & Sutton, 2007, P 300)

                What I have learned is that no matter which form of communication you use it’s important that you are specific, clear and up front with your message.  In addition it’s important to remember when communicating with voice mail and/or face-to-face you voice tones and body language needs to match the intent of the message to be an effective tool and when used incorrectly could send wrong message.

Reference:

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.