Projects often
require collaboration among multiple team members or departments. Effective
communication is crucial for coordinating their efforts, ensuring tasks are
completed in the correct order, and avoiding unnecessary duplication.
Consequently, communication must be clear and concise, ensuring that all team
members grasp the project’s goals, scope, and objectives. When everyone is
aligned, working towards a shared purpose becomes easier. As noted by Evanick
(2023), clear and concise communication methods encompass the use of visual
aids, adapting communication styles to suit different stakeholders, and
leveraging technology for efficient communication channels.
My approach to
interpreting communication hinges on the manner and tone employed. Engaging in
face-to-face conversations allows for immediate responses and minimizes the
risk of misinterpretation, which is more prevalent in written communication.
However, in my current role as a trainer, I often rely on email correspondence
to communicate with my team members. This approach is necessary when juggling
multiple priorities, ensuring messages are documented and easily accessible. In
the “Multimedia Program: The Art of Effective Communication,” Jane and Mark’s
message was delivered through three different modalities: email, voicemail, and
face-to-face interaction. Below are interpretations of the message as it changes
between modalities:
1. Email
(Written):
Jane’s written
message in the email is clear and concise. She acknowledges Mark’s potential
busyness and politely communicates her urgent need for the missing report. Jane
also offers a possible solution by suggesting that Mark send the required data
separately if providing the entire report is not feasible. The tone remains
professional and considerate. While email is a formal and direct means of
communication, it may lack emotional nuance. In this case, Jane’s message
conveys urgency while maintaining professionalism.
2. Voicemail
(Audio):
In the audio
message, Jane’s tone of voice plays a significant role in conveying her
message. Her words sound polite and appreciative, which helps soften the
urgency of her request. However, the urgency in her tone still comes across,
and the audio format allows for a bit more empathy and understanding of her
situation. The addition of vocal tone and inflection adds emotional depth to
the message. In this modality, Jane’s sense of urgency is more profound, making
it clear to Mark how critical the situation is.
3. Face to
Face (Video):
Jane’s facial
expressions and body language become additional communication elements in the
video message. She smiles at Marks throughout the conversation, her words are
accompanied by visible concern on her face, and her gestures convey a sense of
urgency and importance. The video format adds a layer of emotion and urgency
that may not be as pronounced in the written or audio versions. Video
communication provides an advantage by allowing Jane to express emotions and
urgency through facial expressions and body language. This can enhance Mark’s
understanding of the message and its importance.
In the case of
Jane and Mark, the factors influencing my interpretation are:
1. Tone and Emotion: The audio and video modalities
effectively conveyed the emotional aspects of the message, which were less
apparent in the written text.
2. Visual and Nonverbal Cues: The video provided
visual cues through Jane’s body language and facial expressions, enhancing the
emotional depth and urgency of the message.
3. Clarity and Emphasis: Both audio and video
allowed for the emphasis of specific words and phrases through tone,
expression, and gestures, reinforcing the message’s urgency.
After
reviewing the message in all three modalities, I believe the email (written)
modality employed the most effective communication approach. Dr. Stolovitch
(Walden University LLC, n.d.) explains that emails are a formal means of
communication among project team members. It is essential to adhere to the
following guidelines when composing these emails: commence with a well-defined
objective, clearly articulate the current situation, offer potential solutions
or suggestions, specify or suggest the desired format for the responses, and
maintain a tone of professionalism and respect throughout the email. Given Mark’s
busy schedule and meetings, the email successfully conveyed the message’s true
meaning and intent. Furthermore, it provided a comprehensive written record
that captured all the key points outlined by Dr. Stolovitch. Additionally, the
email’s advantage lies in its written format, which Mark can easily reference later.
Overall, this
activity highlights the importance of adapting communication to the situation
and the recipient to foster better collaboration and understanding within
project teams. In the future, it is important to evaluate the urgency of the
message to communicate more effectively with team members. Consider using audio
or video to ensure that your tone and emotions are accurately conveyed if a
message is urgent or sensitive. Regardless of the modality, professionalism and
courtesy should be maintained in all communications to foster a positive team
environment, and the communication modality that best suits the message’s
content and urgency to ensure that your message is understood as intended should
be chosen.
References
Evanick, J.
(2023, July 13). Communication and collaboration in instructional design
projects. ELearning Industry.
https://elearningindustry.com/communication-and-collaboration-in-instructional-design-projects
Multimedia
Program: “The Art of Effective Communication”
Walden
University, LLC. (Executive Producer). (n.d.). Communicating with stakeholders
[Video file]. Retrieved from https://waldenu.instructure.com
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In some situations, email is the best form of communication, such as when you need to send a brief message to a mass audience. However, face-to-face communication is the most impactful modality. In the Journal of Experimental Social Psychology, Mahdi Rghanizad and Vanessa Bohns conducted various studies where participants were asked to communicate via email or face-to-face.
ReplyDeleteForty-five participants were tasked with asking ten strangers to complete a brief survey (Bohns, 2017). The participants who communicated via face-to-face utilized vocal tone, body language, and facial expressions to demonstrate the power of persuasion. Face-to-face requests were thirty-four times more effective than emailed ones (Bohns, 2017). Strangers were much more likely to agree to complete a survey when asked in person instead of over email.
A project manager can utilize both modalities by having face-to-face communication followed by an email recap (Walden University, LLC, n.d.). This approach eliminates the "I forgot or didn't see the email" responses. It provides a clear, documented summary of the face-to-face communication to ensure both parties are on the same page.
Technological advancements in real-time communication include instant messaging and video conferencing, allowing additional communication methods. In the modern work-from-home business models, face-to-face modalities may not be an option. However, can video conferencing have the same efficiency as traditional face-to-face communication? Does real-time text-based communication have the same effectiveness as conventional email communication?
References
Bohns, V. (2017, April 11). A face-to-face request is 34 times more successful than an email. Harvard Business Review. https://hbr.org/2017/04/a-face-to-face-request-is-34-times-more-successful-than-an-email#
Walden University, LLC. (Executive Producer). (n.d.). Communicating with stakeholders [Video file]. Retrieved from https://waldenu.instructure.com
Tone choice contributes to communication failure or success. When analyzing tone through word choice in written expression, you can tell how the writer feels most of the time. It can be tricky to determine sometimes. As educators communicating bad news through email to a parent, we often question ourselves, thinking about how much more important tone is than the actual words we are about to use. Maya (2022), says utilizing a tone that the other person interprets as being friendly and likable can help us build trust and create a positive connection. With this in mind, I communicate clearly and use concise wording as best I can. I always end my messages with a call to action or an invitation to contact me for more details.
ReplyDeleteReference
Maya, V. (2022, May 4). Tone of voice in communication: How to use it effectively at work. Customers First Academy. https://customersfirstacademy.com/tone-of-voice-in-communication/#:~:text=Building%20rapport%20is%20key%20when,and%20create%20a%20positive%20connection.