using communication in different Ways

Using communication in different ways

Stolovitch (2012) made it clear that “communication is not just words. He said that 93% of communication is not in words.” This therefore means that when communicating individuals need to pay attention to the tone of the voice, or words, body language which is observed in face to face communication. Stolvitch mentions that, “ the spirit and attitude” of the individual is also very critical. Divencenzo in the book project mangers stay in charge, states that, “even small miscommunication can wreck big havoc.” He continues to say that to minimize the chances for misunderstandings and hurt feelings, project managers should confirm the important decision in informal discussions.”

In the media presentation on the art of communication the three methods of communication all portrayed something different. In the communication via the email it came over in a very personal manner. (showing concern for the individual. "I know you have been busy”.) The purpose was clear, (I need a ETA on the missing reports) the tone very respectful, and a solution is presented to solve the problem. The tone seems very relaxed.

In the voice mail the message came a little forceful and demanding. In as much as the listener is not seeing the communicator he needs to pay more attention to this. The voice is not as pleasant and the tone seems to desperate.

In the face to face communication the young lady was  clear and the purpose was specified but the speaker seemed far removed from Mark There was not a sign of closeness except that the conversation appear to take place in the office showing some form of familiarity. I noticed the body language did not convey the urgency of the message .Also the speaker did not wait for  response nor strike a commitment  with Mark. Had she attempted to get Mark to respond or secure a commitment from him it would have created a better  tone from the letter. The speaker's position seemed to far removed, Her arms were folded throughout the conversation which is not a positive sign.

From this it is clear that communication is necessary that project managers should use as many forms of communication available to him /her to transmit information. He /she should bear in mind that for each form of communication used there are some basic principles that should be applied to help bring the message clearly.

Learning from a project "Post Mortem"

Relocation of the Myrad Primary School Phase 1

            The project consists of two phases, Phase 1 deals with the purchase of the property on which the Myrad School will be located while Phase 2 deals with funding for the building of the school.

Background Information

            Myrad is a private school which has an enrollment of 250 students. The school is housed in a basement of rented building which has the capacity to house just about 150 students. Thus the school is overcrowded. The administration has used every possible space available in the school. The school is on demand. Each year there are many persons placed on a waiting list for admittance into the school only to receive calls that space is not available.

            Administration recognized that a school of such potential needed to relocate and have its own building so that it could offer better quality and improve its services. Thus the project of purchasing land and building a school was born. Phase one was furious and fast but there is a drag on Phase 2.

Phase 1

Need feasibility was conducted. The goal and concept definition was provided. A market research was done. A team developed a beneficial cost and then a project strategy was drawn up. The project charter was then approved.

What contributed to the success of Phase 1

A great sense of urgency was developed and shared among the school’s constituency and stake holders. There was communication throughout the project. Several channels were used for the dissemination of information (face book, telephone, emails, church announcement, pamphlets, direct promotions in large gatherings) A strong project manager and good support for the project from the relevant stakeholders contributed greatly. The promotions were creative and attractive. The Kick off meeting was high-powered. That is to say the top officials of the school were the ones delivering the project plans and ideas. The responsibility matrix was drawn up and the line of communication was also given. All these contributed to the success of the project.

            The project could have attained more funding if all stake holders were given a thorough explanation of the project at the initial phase. By this I mean when the scope of the project was extended the new stakeholders were not given sufficient information and thus they felt that they were just drawn into a project as a means to an end. However because of the communication which followed they bought into the project. The delay of these stake holders buying in held back the project to a certain extent. I also believe that if the literal plan of the building was shown to the relevant stake holders earlier in the project it would have gained more support and at a faster pace.

            Phase 2 is behind schedule but with the information being learned from this course thus far the project will gain momentum.