Communicating Effectively

"The key to successful project management is effective communication-- sharing the right message with the right people in a timely manner" (Portny, Mantel, Meredith, Shafer, Sutton, & Kramer, 2008; p. 357).  This week I observed the same message in three different modalities: written text, audio, and video.  After each different modality, I reflected on what the message meant to me and various ways in which it could be interpreted. 

As written text

This modality allows for formal communication which can allow you to "present factual data more effectively" (Portny, et. al, 2008; p. 358).  A message in writing is effective because it can help to minimize misunderstandings and provide a clear message to a wide audience.  The e-mail in this weeks example, could have easily been forwarded or copied to other members of the team who required the same message.  I like communicating in written text because it also documents conversations.  There can be no debate about what was said or the date and time the message was sent.  Written text can serve as historical record of conversations and can be referenced over and over again for clarity.

Some of the drawbacks to written text include not being able to access nonverbal signals.  The written text could be  interpreted by the reader in a way that they writer did not intend.  The writer also is never sure when/if the reader actually reads the message.  Often I have found important e-mails in my spam folder weeks after they were sent.  Written text can also easily get misplaced or overlooked if it is thought to be unimportant or not relevant to the reader.

As audio

After reading the written text modality, it was nice to listen to the audio of the same message.  Although not totally personal, the audio message does give some clues into the tone of the message and the feelings behind the messengers words.  The message was clear and to the point.  The message was not spoken too quickly and did give accurate details about the task that should be completed.  An audio message can often be replayed and stored to reference again in the future.

As audio, messages do have some negative aspects.  For example, if the speaker had an accent or used jargon that was unknown, the message would be difficult to understand.  In addition, if no return contact information is given, the listener may not be able to ask questions or follow up with the message.  As with the written text, it is possible that the message is not received or listened to and the project manager can not be guaranteed that their message has been received.

As video

The video brought a nice human component to the message.  I could see the speaker and feed off of her body language and tone of voice.  By being able to see her, I could perceive the message as she intended.   For me, video is fun to watch.  I like to feel as though I have face to face contact with others and interact as if they are having a conversation with me. 

Some of the drawbacks to the video modality include inability to view the video.  Some technology requirements limit a persons ability to view videos or they may not be able to access the video in a time sensitive manner.


"In today's workplace, communication takes numerous forms" (Portny, et. al, 2008; p. 357).  If these forms are used together they can be truly effective.  For example, an audio message followed by a written message could ensure that the message is delivered and understood.  Communication is key and should be of the utmost importance for any project manager.

Portny S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., Sutton, M. M., & Kramer, B. E. (2008). Project management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.