My interpretation changed from one modality to the next based on the mode of delivery of the message. The email I had to read. I did not have to respond. The voice mail I had to listen. I did not have to respond. However, the face-to-face allowed me to identify with the problem, listen, and decide to react to a request. The face-to-face provoked a response, while the other two did not.
While the email served as formal form of communication, and its contents urgent and important, tiredness would have prevented him from responding in an urgent manner. After a long day’s work no one wants to sit at the computer responding to emails. Unless Jane included a return receipt from Mark when he received the email message, she would not have a record that he received it, and could not hold him responsible for not responding.
Voicemail
Voicemail is somewhat similar to email. Even though it is an informal mode of communication, the caller can leave a message which is a documented record. Unless Mark responded to Jane’s voice mail message, Jane would have no way of knowing if Mark got her message.
Face-to-Face
The face-to-face message was an informal means of communication that was delivered in person. In this setting, Mark had an opportunity to ask for clarification to ensure that he would deliver exactly what was needed. However, there was no record of the conversation. The tone of her voice helped me decide if I wanted to help her.
The factors that influenced how I perceived the message was gleaned from my own personal experiences. If I am too tired I do not go to my computer. While I love technology, I am not one of those who use the phone every second of the day, checking emails or doing business. I do not receive email on my cell phone and do not regard emails as urgent communication. If someone calls my phone whose number I do not recognize, I do not call back. If it is important enough they would leave a message for me. My house phone is my business phone. Most people who call on that phone are marketers, therefore, the need to check those messages that go to voice mail have low priority.
The form of communication that best conveyed the true meaning and intent of the message was the face to face. The delivery was done in a relaxed, unhurried tone. She had a pleasant personality. Even though her message was not delivered as if it was urgent, it still conveyed the message of urgency and how important the con. Also, Mark had an opportunity to clarify the information by asking questions to determine exactly what was required of him. However, he did not have anything in writing confirming that there was a conversation neither required him to sign a document as having received the reports.
The implications of what I learned are that failure to communicate effectively will cause my project to fail. Success means ensuring that my team members understand what I am trying to communicate by giving them an opportunity to ask questions to clarify information (Portny, et al. p. 358). To ensure that my team members receive the communication, I would have them sign and return that they read the document. Having team members sign off on documents “enables project managers to verify that their audiences received and interpreted their message in the way intended” (p. 358). Also, I would include an area for them to add comments if necessary. This method will serve as a permanent record and make each person accountable for the decisions they made. When communicating with members of a project team it is important to be “clear, concise and focused” says Stolovitch (Laureate, Education, 2012).
In the future, what would help me to communicate effectively is to have scheduled structured meetings that will give all members of the team an opportunity to meet at the same time. Members of the team would be able to give feedback on the progress of the project as well as clarify any issues they may be having. Most importantly, I would document all aspects of the project and have the key persons sign off as necessary. I would ensure that communication of all types is recorded and feedback received in a timely manner. According to Portny “project managers might never know whether the intended audience even read the reports” (p. 358), if there is not a request for a response in writing.
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.
Stolovitch, H. Communicating with Stakeholders [Video Program]. Laureate Education, Inc., 2012
The Art of Effective Communication (n.d.). [Multimedia Program]. Retrieved May 17, 2012, from Laureate Education, Inc., 2012
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