Art of Effective Communications

Posted: 03/22/2015 in Assignments

The same message received via email, voice mail, or face-to-face will have different interpretations; as illustrated by the assignment this week. One of the first rules of communication highlighted in one of this week resource videos was to make sure “communications are clear, concise, and focused” (Laureate, n.d.). The communication for this week’s assignment did not meet these basic requirements.

The sender of the communication (Jane) to the recipient (Mark) is very ambiguous in her communication. Ambiguity kills and results in misunderstanding and even hurt feelings (Laureate, n.d.). It almost feels as if Jane is blaming Mark for the missing report, we do not know from the email if the missing report is Mark’s or a different report from which Jane can obtain the information she needs. In addition, Mark may have more than one report he is working on, Jane does not specify the report nor the specific information she needs. Without stating clearly and concisely the information she is needed and a timeframe for her deadline to be met, Mark may not understand the importance of this message.

In addition, it is important that communications be customized based on individual personalities (Laureate, n.d.). Jane started to acknowledge how busy Mark is by acknowledging this is the first line of her statement. She made a serious error by inserting a “but” after this statement, undermining her sense of empathy. Had she stated: “I know you have been busy and possibly in that all day meeting today. I really need an ETA on the missing report”, leaving out the “but” the communication would have come across as more sincere.

Hearing the voice mail of the same information was a bit better than the email. In the voice mail you were able to hear the tone of voice Jane used. Jane does not come across in the voice mail as negative towards Mark as she did in the email. However, because it was worded exactly as the email the issue of ambiguity is still present and Mark may still not have a sense of urgency regarding completing this task.

The final modality presented the information in video format, with the intent of showing a face-to-face interaction. Though we could see Jane, it was not any more effective than the email, and in my opinion less effective than the voice mail. It did not reflect how someone would hold a conversation. We did get to see Jane’s body language to some degree, most was hidden by the wall she was talking over. It gave me the impression she did not want to interact with Mark. She also shakes her head no throughout indicating that she has no faith in Mark to get her what she is asking from him.

In all communications it is not just what is said, but effective communication is also influenced by “your spirit and attitude, tonality, body language, timing, and the personality of the recipient” (Laureate, n.d.). In a situation where you need to request important information from someone else, it is recommended to document this via a formal request (written). Therefore, the appropriate form for this communication would be email. One should remember when composing any form of communication, all communications should have a clear purpose, state the situation, include a solution and specify the form of response required. Jane’s communication was lacking many of these important components.

References

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

Laureate Education (Producer). (n.d.). Practitioner voices: Strategies for working with stakeholders [Video file]. Retrieved from https://class.waldenu.edu

Laureate Education (Producer). (n.d.). The art of effective communication [Multimedia program]. Retrieved from https://class.waldenu.edu

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