Communicating Effectively

“We send approximately 100 to 300 messages a day. These include messages we intend to send; the messages we actually send; and the message as the hearer interprets it; the response of the hearer based on what he or she heard; and our reaction to the exchange of words, meaning and interpretation” (Franck & McCastskill, n.d.). For this week’s blog, we were asked to interpret a message that a coworker received in three different modes: email, voicemail and face-to-face.

Email Email-Icon1

Jane began her email to Mark just as Dr. Stolovitch stated, with a clear purpose that stated the situation (Laureate Education, Inc., n.d.). She needed some of the data that Mark had in his report to complete hers by the deadline. She asked him simply for the data that she needed and her email seemed to be fairly clear.

Voicemailgoogle-voice-icon

The tone of Jane’s voice in the voicemail she left for Mark was formal and her language was simplistic (Laureate Education, Inc., n.d.).  Even though she showed her appreciation for the work he was doing, it seemed like she was frustrated in not having the information that she needed to meet her deadline.

Face-to-Face5473-logo-copy

Jane’s face-to-face conversation with Mark was more informal and didn’t seem as urgent as both the email and the voicemail.

Influential Factor

In my office, I send and respond to emails the most in order to communicate with my co-workers. By doing so, sometimes the messages can be misinterpreted. By communicating face-to-face with someone, instantaneous response can be received and misinterpretation that often happens with written communication can often be eliminated. I interpret communication by someone’s tone. According to Stolovitch, written communication should include five things (Laureate Education, Inc., n.d.).:

  1. Begin with a clear purpose
  2. State the situation
  3. Include possible solutions
  4. Specify the form that the response is required to take
  5. Keep the tone of all communications business friendly and respectful

In this example, I would have to say that the email used the best communication approach. The email that Jane sent to Mark best conveyed her message and comprised all 5 of the elements in the above list. It is a written document that can be used later if needed.

Communication is a vital took when working with a team. Project managers should be able to effectively communicate with all of the members of their team. If communication is lacking and not constructive, the project will also be lacking.

References:

Franck & McCastskill, (n.d.). Effective communication. Retrieved from http://www.umext.maine.edu/onlinepubs/pdfpubs/6103.pdf

Laureate Education, Inc. (Producer). (n.d.). Communicating with Stakeholders. [Video webcast]. Retrieved from: https://class.waldenu.edu/webapps/portal/frameset.jsp?tab_tab_group_id=_2_1&url=%2Fwebapps%2Fblackboard%2Fexecute%2Flauncher%3Ftype%3DCourse%26id%3D_549170_1%26url%3D

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2 thoughts on “Communicating Effectively

  1. In my review, I felt Jane’s face-to-face communication was more effective than the email. Had I been Mark, I might have forgotten about the email while, on the contrary, the in-person request would have been more memorable. However, it was much more informal than the email. Also, the email will serve to document the history of communication.

  2. Dennis Adams says:

    I really liked your post Dana. I must say your point about interpretation is spot on. No matter how well something is written or said it can always be taken in a manner different from what you intended. F2F, as you said, gives us that instant feedback and tells us whether they understood what we said or not. In my career I have always chosen F2F over any other mode of communicating. I always received the best results with that mode. The oppisite it true also, I have always had the worst results by sending a text or email.

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