Control Communications Happening A Project -Myassignmenthelp.Com

Question: Discuss About The Control Communications Happening A Project? Answer: Introducation You may have a good message but your way of saying it changes the meaning, impression and intended impact at times. The first thing if it is a face to face conversation, it is important to maintain eye to eye contact so as to give confidence and trust to the recipients. Secondly it is important to consider body language as it sends a quite message without using words. A person whose hands are open and always moving suggest their willingness to freely interact with people and therefore allows for the recipient(s) to feel free. On the other hand if your hands are ever crossed during communication, it might suggest unwillingness to interact with people. Maintain a good posture and approachable moves as well as an appropriate tone depending on the situation to be able to pass the right message. Communication is supposed to be balanced process whereby one passes their message then gives the recipient a chance to respond and give their reaction about the message they just received. Proper listening skills ensure that you can carefully listen to the person talking without interrupting them except for good reasons. Everything the person on the other end says should be put into consideration instead of using one negative statement or comment to phrase your reply. Give them full attention by the use of body language like nodding or even verbally giving exclamation of listening so as to give them a chance to say everything on their minds. Once they are done, it is good to ask any questions for clarifications if there are things not understood to ensure that your response is realistic. Reach understanding, agreement or consensus. One should closely look into the original purpose of the communication process once listening and getting the feedback. Did you achieve your intended aim, clarify your position or solve a problem? If the main goal of an interaction was to instruct or give instructions, did you achieve that? It is significant to guarantee that the point you passed was well understood by talking all the questions arising from the interaction. The recipients do not have to agree with you as everyone has their own perspective of life, however even disagreements mean that people are understanding the message put across. As long as the two parties, i.e the sender and recipient are understanding each other, then a communication process is considered successful regardless of any disagreements that might come through. Importance of personal communication Personal communication can be described as physical interaction of parties in passing message. However this form of interaction is in the recent days fading away as people usually spend the whole day or even more days without meeting other people. There is an over-reliance on the ease of emails, phone calls, social media and text messages. Online interactions are of great benefit to the society to their advantage of convenience and speed, however, we should balance them with face-to-face communication. As The increasing use of electronic transmission of information in work situations, face-to-face interactions are diminishing which is a danger to organizational progress. The results of a global survey held by NFI Research after interviewing a number of managers shows that organizations can be more successful and productive if the superiors encourages more personal interactions. The research shows that most superiors rely on emails to pass messages to their employees which reduces supervision and investigation of progress. People end up spending more time on both ends of the communication process while using emails, something that would have been easier done by just going to the person and delivering the message, said one survey respondent. I believe that holding an eye to eye conversation with an individual makes me gain a lot than I could have done through sending and receiving an email. (By Chuck Martin. CIO staff, Mar 6, 2007) Personal dialogue is the basis of communications, said a different respondent. Once personal interaction is established, is makes it easier for any other forms of communication. It reduces the chances of misinterpretations and misunderstanding by building trust and confidence between the parties involved.. (By Chuck Martin. CIO staff, Mar 6, 2007) When Technology Does the Communicating Most business leaders may all agree that more personal interactions increases productivity, some of them actually state that organizations let technology do the communication. We have changed from the effective old fashioned way of personal interactions to the use of technology in running our business activities, said one manager. We should therefore take a break from the emails, phones and computers and talk to everyone involved in the activities of an organization. Nothing can substitute the honest and open face-to-face communication. (By Chuck Martin. CIO staff, Mar 6, 2007) Relying on emails to pass messages instead of face-to-face might cause delays on decisions making. I uncover that many managers avoid communications because they might be required to express their views and also decide on certain things, said one respondent. Communicating via email gives the managers an allowance to pass information back and forth without having to take up any management commitments. This favours management by failure to take action. (By Chuck Martin. CIO staff, Mar 6, 2007). Consider Context and Purpose The key is to use the accurate contact method at the precise time. In the requirement of give-and-take, the best way is to go the intended person and engage them in personal communication, said one survey respondent. If individual dialogue cannot be achieved, then using web conferencing or telephone will work as a choice. Text messages and e-mains work better if the purpose of the communication is to pass an announcement and not too interested or depended on the feedback. (By Chuck Martin. CIO staff, Mar 6, 2007). Were starting to discover that certain processes of communication play a better role in certain tasks as compared to others, said another respondent. E-mails can work great in scheduling meetings while a phone is for the quick messages that require immediate feedback and memos work best for vast spreading of messages. Face-to-face is usually the best if a conversation requires long dialogue and more details on a particular subject. (By Chuck Martin. CIO staff, Mar 6, 2007). Due to the time limits and burden of work, it might be easier to use technological processes of communication. However the truth remains that face-to-face interactions are the best in ensuring that parties understand each other. Venture leaders should learn to interact first? Task relations administration happens to be a crucial segment of assignment planning however most managers might not be in a position to deal with complex issues that arise from communication in the course of the project. The following are the benefits of communication the team leader. Project Managers use most of their time conversing with the different stakeholders involved in the implementation of a certain project. The most complex problems that might face the continuing of a project are usually related to communication. Regardless of the importance of communication in a project implementation, it is important for the project managers to ensure that the process is easy and free from complexities. How Do We Communicate? Here are some ways in which project managers can use to communicate. Formal Written Reports, Long-Distance Communications, job organization strategies difficult troubles Official Oral staging Unofficial Written mails, Memos ,comments Casual Spoken dialogue Such methods can be used in all channels of communication including upwards communication to management, among team members and also to clients. You can justify this by the number of emails you send and receive from your colleagues. Scheming Interaction Routes for an Assignment Coincidentally, there exists a trouble-free technique of arriving as the number of channels in a process depending on the quantity of individuals involved. N represents the quantity of individiduals We utilize this principle in establishing the numeral of channels for interaction in a job interaction. For instance: lets say there are 10 individuals in a project then the channels can be calculated as: [10 x (10 1)] / 2 = (10 x 9) / 2 = 90 / 2 = 45 These are a bundle of channel options and in the addition of an extra person, then the number changes to 55. (designed as [11 x 10] / 2) Which implies10 additional routes by increasing just one stakeholder? The calculation above portrays that the more the number of people in a certain project make the process more complex due to increased channels. The project manager should also be included in the number, N, while doing the calculations. It is important to realize that each of the communication path created requires attention but since it might be difficult to control all communications happening in a project, then communications management plan comes in. Tips for Stakeholder Management A stakeholder is an individual whose presence and activities can impact a project or is affected by the project proceedings. Putting all these people into consideration, the communication channels might increase in a certain project. Any successful manager thinks about all these aspects in communication administration. Recognize and be acquainted withall parties be aware of their requirements,discover their hopes,pay attention to their interests, identify their authority on your mission. Plan your communications with stakeholders It is always good to plan interactions of the project to avoid any compromising issues in the future. Manage their expectations The best way to keep the clients happy and satisfied is by sharing news whether good or bad with the stakeholders early in advance and on a frequent basis. Remember, most of your time as a project manager will be spent interacting with stakeholders on the issues influencing the project. Take your time and plan for these issues and you will be able to face any challenges that come your way during a project and the vice versa. References https://www.techrepublic.com/article/project-communications-a-plan-for-getting-your-message-across/ https://smallbusiness.chron.com/important-communication-plans-project-managers-37520.html https://www.preparepm.com/notes/communication.html https://www.essentiallifeskills.net/goodcommunicationskills.html https://www.cio.com/article/2441851/it-organization/the-importance-of-face-to-face-communication-at-work.htm https://www.pmchampion.com/blog/pmp-tutorials/communication-channels-made-simple