Modes of Communication in Project Management

In the workplace today, communication occurs via different modalities including email, voicemail and in person. The modality used provides different levels of control between the sender and receiver (Ferraro, 1999).

E-mail or Written Communication

A message that is emailed is under the control of the writer and reader (1999). The writer has the control to provide a concise message that gets to the point. The reader has the control to interpret the message for any hidden meanings and/or re-read it to increase comprehension. This mode of communication is effective when it is necessary to reinforce information from verbal conversations; provide references to ensure everyone has the same information and an opportunity for the receiver to review as many times is needed for comprehension.

One-way Verbal Communication or Monologue

When a message is left on a voicemail, the control is also shared between the speaker and listener (1999). The speaker can control what they say and the tone of their voice. The listener has control to interpret the tones and words spoken. This mode of communication is effective when there is an informational message, not requiring immediate response or a face to face conversation is completed as a follow-up. Like e-mail or written communication, this mode allows the receiver to review the information as many times as necessary for comprehension.

In person Communication or Dialogue

Finally, with an in person conversation, the speaker has greater control to use facial expressions, body language, and voice tone to deliver the message to the listener (1999). The listener can interpret all verbal cues, but can also ask questions to clarify information. This mode of communication is effective when collaboration and consensus is required around a complex topic or on a way to move forward; and is useful in resolving issues, sharing information when dialogue is necessary.

Apply Communication Modes to Project Management

As a project manager, it is important to utilize the best methods of communication to ensure the message is clear and meets the need of the receiver as well as the sender. Using the three different means of communication, e-mail, voicemail, and in person; all three have their uses and can be very effective in different situations.

According to the authors of Project Management, Planning, Scheduling, and Controlling Projects, to obtain the desired results of a project, you will need team members to help (Portny, Mantel, Meredith, Shafer, Sutton, Kramer, 2008). The author’s further suggest six strategies to work with team members and achieve the desired results. Using these six strategies can help the success of the team; and how you utilize the modalities of communication to apply these strategies may help to increase the opportunity for success.

Applying Communication Modes to PM Strategies

The above table illustrates the strategy and preferred modality when communicating with team members. It is important to note that layered communication modes can help reinforce information; so although there may be one preferred communication mode, others may also help to reinforce the message.

“Every project should have a communication plan” (Roberts, 2009). By applying the strategies listed and utilizing the different modes of communication, a project manager can build a strong communication plan.

References

Ferraro, Vincent (1999). Speech. Differences between oral and written communication. Retrieved from http://www.mtholyoke.edu/acad/intrel/speech/differences.htm

Portny, S., Mantel, S., Meredith, J., Shafer, S., Sutton, M., Kramer, B. (2008). Project Management, Planning, Scheduling and Controlling Projects. John Wiley & Sons. Danvers, MA 01923. P. 257-258

Roberts, R. (2009). Communicating Effectively with Your Project Team. Brighthub.com. Retrieved from: http://www.brighthub.com/office/project-management/articles/60211.aspx#ixzz1S2OZerFu