aniquablog

Communicating Effectively

on January 27, 2017

Email: At first when I read the email, I felt that it was somewhat in a frustrated tone. However when I read the email again, it seemed that the person was rather calm and respectful. Jane did mention that it was important that Mark submit the data to her as soon as possible so she can get her report done. I do not think that it was emphasized enough. I think that it was good that she sent an email because it shows that it is documentation if she were to be called in a meeting by her supervisor explaining why her report is late. Although the email was great for documentation, who is to say that Mark will check his email the same day the email was sent or even the day after. Dr. Stolovitch said “important communication should best be delivered with all team members present” (Laureate Education, n.d.). My interpretation of this statement is that if it is something important or urgent, it should be said to the person or team face-to-face.

Voicemail: In the voicemail, Jane seemed quite calm about the situation. The tone of her voice wasn’t necessarily in way in which she really needed the data from Mark. I think that she should’ve sounded a bit more firm in that way he would be able to tell that he needs to get his report done right away or at least send her the information that she needs to complete her report. Having a firm tone does not mean to be disrespectful or to be unfriendly. It just expresses how important the information that is needed is. The voicemail is also a good way of communicating, however, I don’t think it is something that is effective when it comes to an urgent situation. In this case, Jane needs to receive some data from Mark as soon as possible before her deadline so that she can submit her report on time. If Mark does not check his voicemail frequently, then Jane might miss the deadline to submit her report.

Face-to-Face: In the face-to-face, I can tell that Jane was quite calm, friendly, and respectful based on her tone and her body language. She seemed as though that she was considerate because she knew that Mark was busy in a meeting all day. Although she was considerate, it seemed that she wasn’t emphasizing enough on the fact that she really needs his report or the data to complete hers.

I think that it is very important to express what you need very effectively and clearly. I learned that tone is very important when communicating with people using different forms of communication methods. The tone should always be respectful when talking or sending written emails. When speaking to someone face-to-face, your tone and body language should be respectful. Once you know how to communicate well with your team, then getting the project completed should run smoothly.

Resource

Laureate Education, Inc. (Executive Producer). (n.d.). Communicating with stakeholders [Video file]. Retrieved from https://class.waldenu.edu

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3 responses to “Communicating Effectively

  1. ThaisGomez says:

    Good analysis on the three different ways to communicate the same message. I really liked that you also considered the situation from Marks’ perspective on what type of communication could be more suitable for him in a way that he could check it more rather than assuming he would read the email or checked the voicemail. It is true that if the matter is urgent we should not rely on the fact that the message was received. We should instead, make sure to deliver it in a more effective way such as the face-to-face.

    In this case, it is also important that the sender of the message knows her communication style because, by becoming more aware of how others perceive you, you can adapt more readily to their styles of communicating (Online Women’s Business Centre, n.d.). And this also can contribute to choose different communication styles depending on the matter and the person you have to establish the communication with.

    Reference:

    Online Women’s Business Centre. (n.d.). Understanding your communication Style. Retrieved from http://www.au.af.mil/AU/AWC/awcgate/sba/comm_style.htm

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  2. Joel Birch says:

    You said, “If Mark does not check his voicemail frequently, then Jane might miss the deadline to submit her report.” Mark should not be relying on voicemails from other team members to know when to submit. These expectations should be clearly outlined in the Statement of Work, Work Breakdown Process and/or the Standards of Communication completed before the actual tasks of the project had even begun.

    You’re right, Jane didn’t emphasize enough that she needed the data to finish her report she didn’t even explain why, kind of discourteous. Either she did not know how to access that information or just was unaware. If this is a common practice in this organization, the internet is replete with tools/strategies they can use to keep the project’s communication streamlined.

    -JB

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  3. Ryan Wiley says:

    Sending the email for documentation purposes is a great point. I hold a lot of meetings and have a lot of important individual conversations, and, after some time in management, I have learnt that it is best to follow up any verbal communication with written confirmation that the message was received and understood. Email is a great way to do this! In this case, I would have called the man to find the report, and I would also have left a voicemail if he did not answer his phone. Then I would have followed up with an email–just to document my efforts.

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