Communication
occurs when signals carry information-bearing messages between a source
(sender) and a destination (or receiver) (Krauss, 2002). Communication is part
of our daily interactions with people that we work with, our friends and our family.
The purpose of communication is to get your message across to others clearly
and unambiguously (mindtools.com). A message can be communicated in many ways
and in this week’s assignment, we were given the task to interpret the same
message delivered in three different ways: via email, voicemail and
face-to-face.
My interpretation
of the same exact message for each mode of communication is shown in this table:
|
Message sent via email
|
Message sent via voicemail
|
Message discussed face-to-face
|
|
Receiver would be upset to read the
sender’s harsh message
|
sender's tone was considerate and
understanding of receiver's schedule
|
My interpretation did not change from
voicemail to face-to-face but it was better to see the sender's sincerity and
understanding in person
|
|
Sender ‘s tone sounded irritated that
there was no update on the missing report
|
sender nicely explains why she is
asking about the missing reports
|
As the receiver, I would feel the need
to apologize for not providing the status update on the missing report
|
|
Sender was inconsiderate of receiver’s
busy schedule and only cared about how the missing report affects her
|
Receiver will feel the need to follow
up on the task right away
|
As the receiver, I will follow up on
this request right away
|
My interpretation
of the same message was completely different from reading the email than from
hearing a voicemail and having a face-to-face interaction. It just shows how
much the tone of voice and body language can soften a “rough” message. Misunderstandings
occur, not because of the message delivered, but because of how it is
delivered. One thing I am reminded of in this week’s activity; always consider
how you communicate with your stakeholders because you don’t want any
confusion, wasted effort and missed opportunities (mindtools.com).
Here is a link
to an article that summarizes what you need to know in choosing your method of
communication with stakeholders in project management.
I highlighted a
few of what the article mentioned in this list:
·
Although
text (or email) forces you to be concise, it carries no tone, so any tone of
voice or body language is instantly lost
·
Text
can be misinterpreted; it can be impersonal, and some messages require
compassion and sympathy in their delivery
·
Voice
calls are more personal; it carries tone much better than text messages or
emails. It allows humor and sympathy without having to pay attention to your
body language
·
In-person
meetings allows everyone’s tone of voice, body language, facial expressions and
personal charisma to work with during the conversation, helping everyone better
understand each other’s perspectives.
No matter what your
preference is in communicating with your team, your clients and other
stakeholders in your project, understand that when you successfully communicate
your message, you convey your thoughts and ideas effectively. But when you don’t,
the thoughts and ideas you are trying to impart do not necessarily reflect your
true meaning, causing a communication breakdown and creating roadblocks that
stand in the way of your goals- both personally and professionally
(mindtools.com).
References:
Krauss, R.M.
(2002). The psychology of verbal communication. Retrieved from http://www.columbia.edu/~rmk7/HC/HC_Readings/IESBS.pdf
Mindtools
Content Team (n.d.). Understanding communication skills. Retrieved from https://www.mindtools.com/CommSkll/CommunicationIntro.htm
DeMers, J.
(2015). Communication in 2015: Text, Voice, Video or In-Person? Retrieved from https://www.inc.com/jayson-demers/communication-in-2015-text-voice-video-or-in-person.html
Hello Khristine,
ReplyDeleteGreat post. For me, the face-to-face modality was great because I could use the facial and body language cues in better understanding the whole message.
As stated by Olson (2012), the following are important when communicating with co-workers:
1. Listen by giving undivided attention to the speaker
2. Pay attention to body language, since body language can tell you just as much as what a person says, if not more.
3. Consider communication preference, which is something that I did not think about before reading this point.
4. Consider your tone, which can be difficult to determine on social media or email
5. Don’t be too casual, for example, make sure your emails, meetings, and phone calls are professional.
6. Check your grammar, which is what distracted me in the email modality, because the grammar was not correct
7. Keep criticism constructive, for example, work to ensure your comments are not emotionally charged, and that the person you are speaking with grasps what you are trying to say when giving feedback.
8. Restate what you hear, for example, rephrase what your co-worker or boss says to you by repeating the important points to show that you are listening and understand what you were told.
9. Never stop improving, since effective communication is a skill that you must practice.
10. Get a little personal, for example, by finding ways to interact on a personal level without going too far
Reference
Olson, L. (2012, August 14). 10 Ways to Communicate Better at Work. Retrieved from
https://money.usnews.com/money/blogs/outside-voices-careers/2012/08/14/10-ways-to-communicate-better-at-work-
Hi Khristine,
ReplyDeleteYour blog post is structured well. I like the table you added to emphasize the differences in communication methods. It compared the modalities and displayed your interpretation in an easy-to-follow manner. You said the tone of the email was rough but the face-to-face was soft. I didn't think the tone of the email was too rough, just to the point. Bit I agree that the face-to-face was softer than the email. To me, it sounded almost pleading at the end. I especially like your highlights of the article you listed. When possible, face-to-face is best. Thank. Bobby