Effectively Communicating

Week 3 Blog Assignment: Communicating Effectively

 

Modalities

After reviewing these different modalities, I see why communication is so important. Dr. Stolovitch states in the video “Communicating with Stakeholders,” communication should be clear, concise, and focused. Communication helps everyone to stay on target. Effective communication should be influenced by (1) spirit and attitude, (2) tonality and body language, (3) timing, and (4) personality of the recipient (Stolovitch, 2012).

Email

The email modality that was demonstrated is very respectful and to the point. Jane stated in her email what type of situation she was in and included a solution to the problem. Her tone of the email was business friendly and respectful. By using the email modality is we can also keep a copy in our “sent” email box or even print a copy with the date and time as Dr. Stolovitch mentions we should always keep documentation of our work in case a problem arises (Stolovitch, 2012).

Voice Mail

The voice mail was somewhat more telling of Jane’s state of mind; however, the urgency of her need was less apparent. In the voice mail, Jane’s matter of fact, even somewhat condescending tone gave me the impression that she really was only interested in getting Mark to do what she wanted even more so than getting the actual data from the report.

 

Face-to-Face

The face-to-face version was effective at conveying Jane’s need for the report and her concern that Mark’s tardiness in delivering it was causing her anxiety because of the threat it posed to her own deadline. In the face-to-face, Jane presented matter-of-factly and clearly, in both tone and body language, but she also demonstrated warmth and cooperation.  It was these characteristics that were missing in the email and voice mail modalities. The only problem with the face-to-face is that Jane must have known what little time Mark had available and she used that to her advantage. This in turn could have made Mark less receptive, simply because he was too hurried to give her his full attention.

 E-Mail – More Effective

 Of the three modalities, I found email to be the most effective and appropriate method for communication.  Given that Mark was in an all-day meeting, Jane must have realized what little time he had available.  This could have made Mark less receptive to her message, simply because the constraints on his time put him in too much of a hurry to give her his full attention.  The email created a paper trail of communication. It communicated clearly Jane’s urgency for the report as well as her understanding of Mark’s limited availability to meet due to all-day meeting. The email enabled Mark to respond to Jane as soon as he was able.

The voice mail was least effective, in my opinion, because of its somewhat condescending and demanding tone. Even the most congenial and cooperative colleague can have too much on their plate at any given time to respond immediately to another demand.

Implications

 Dr. Stolovich suggests that 93% of our communication is non-verbal and as such, when we communicate exclusively via e-mail, we lose about 93% of the message. It is my experience that carefully composed emails, can relate a positive, “can do” tone without losing that personal touch.  Writing these kinds of emails takes effort and is a skill that can be acquired and cultivated.

Dr. Stolovich also suggests that “important information should first be conveyed face-to-face with all the stakeholders present”. I have to agree with this.  When introducing a new project, it is important to have a face to face meeting so that everyone can put a face with a name, as well as get the same information about the new project. After this initial meeting, emails could be sent reviewing what was discussed at the face to face meeting.

Dr. Vince Budrovich mentions that it is important to “tailor your communication strategy to fit the need of the stakeholder.”  I think this is an important process to implement.  Everyone learns and communicates differently.  As an Instructional Designer, it is my job to fit the needs of the client. If my client would like a 5 minute daily briefing, I would schedule that into my daily appointments.

 

References

Laureate Education, Inc. (2010). [Video]. “Communicating with Stakeholders”

 

Laureate Education, Inc. (2010). [Video]. "Practitioner Voices: Strategies for Working with Stakeholders"