Communicating Effectively
In the multimedia program, The Art of Effective Communication, Jane urgently requests an ETA for Mark's report, acknowledging his busy schedule and possible all-day meetings. Her report depends on data from his, and she risks missing her deadline without it. She asks for the full report or just the needed data via email. She communicates her message to Mark through email, audio, and video.
In the email, Jane expresses her appreciation for Mark’s assistance, maintaining a polite and respectful tone despite the urgency of her request. The minimal punctuation made the email feel rushed, as though Jane was in a real hurry to write the message, underscoring the urgency of the situation. The audio message was similar to the email as they delivered the same content, sounded professional, and suggested urgency. However, the audio message added a layer of emotional context to the information. Hearing the speaker's voice provided cues about their attitude and emotions, influencing the message's perceived importance and urgency. The video message had a more friendly tone. Although the same information was stated, there were subtle differences in the word choices during content delivery. With a combination of visual and auditory elements, Jane was more engaging.
I believe the written message best relays Jane’s urgency as the emotion behind written messages is left to the reader's interpretation. Time was running out, and Jane needed to inform Mark of this urgency without the emotions in an auditory message.
This exercise underscores the critical balance between urgency and empathy in project communication. Clearly explaining the context and impact of requests is essential for providing understanding and justification. Maintaining a polite and respectful tone fosters a positive working environment and cooperation. Flexible solutions demonstrate consideration for team members' constraints (Minois, 2023). Furthermore, expressing gratitude reinforces positive relationships and encourages a collaborative spirit. Effective communication involves being clear, considerate, and appreciative, ensuring team members feel respected and motivated to contribute, ultimately enhancing productivity and teamwork (Greer, 2010).
References
Greer, M. (2010). The project management minimalist: Just enough pm to rock your projects! Laureate Education Ed. https://waldenu.instructure.com/courses/112932/pages/week-3-learning-resouces?module_item_id=4084909
Minois, N.. (2023). The keystone of success: The crucial role of communication in project management. Institute Project Management. https://projectmanagement.ie/blog/the-crucial-role-of-communication-in-project-management/#null
Walden University, LLC. (n.d.). The art of effective communication. [Multimedia file]. http://cdn-media.waldenu.edu/2dett4d/Walden/EDUC/6145/03/mm/aoc/index.html
I appreciate the points made in your last paragraph about the importance of maintaining a balance between urgency and empathy in project communication. You provide several methods that can be utilized by working professionals to create positive communication experiences, whether in the course of project management or just in everyday communication with their peers. Thank you for sharing these points, as well as the article by Minois (2023), as I found this to contain valuable information that can be utilized in the future.
ReplyDelete-Amber
Hi Trudy-Ann,
DeleteIt is interesting how the same mode of communication can be perceived differently. Your analysis of the written message differed from mine, as I thought the tone of Jane’s email depicted the emotional attitude of desperation. The tone is determined by the punctuation and words used by the writer (Indeed, 2023), and I agree that urgency was apparent due to the lack of punctuation, which would have changed how the sentences flowed. In regards to the voicemail, I found that in addition to desperation, Jane’s tone of voice added the emotion of frustration to the message. In both cases, it was clear that Jane was very concerned about Mark’s lack of response.
Indeed Editorial Team. (2023, February 3). Tone of emails: Definition and examples. Indeed. https://www.indeed.com/career-advice/career-development/tone-of-emails
Hi Trudy-Ann!
DeleteThis was an excellent summarization of the activity, and I appreciated your perspectives on things. I didn't even realize that the email lack punction which indeed shows that it was rushed. I agree also that Jane was really concerned about being able to do her work. I felt that she used the methods from the resource I connected below to even further show how urgent it was. Great work.
https://careynieuwhof.com/three-ways-to-create-a-sense-of-urgency-when-you-communicate/
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