As a backdrop to this entry, I am to give my interpretation of a piece of information as it was delivered in three different modalities. The message and interpretations follow:
Message: Hi Mark. I know you have been busy and possibly in that all day meeting today, but I really need an ETA on the missing report. Because your report contains data I need to finish my report, I might miss my own deadline if I don’t get your report soon. Please let me know when you think you can get your report sent over to me, or even if you can send the data I need in a separate email. I really appreciate your help. Jane.
In the written format, I sensed urgency from Jane’s communication, perhaps to the point of desperation. I also get the impression that Jane has tried several times to obtain this report from Mark.
In this format, Jane comes over as authoritative, rushed and angry. Had I been on the receiving end of this voicemail, I would feel as if I were given an ultimatum for producing the report. Jane in this format comes over as being Mark’s superior or one who would mete out discipline as the next step if the report is not received.
This time around, Jane has a less rushed or demanding tone. She rather sounds a lot more pleading than in the other formats. Body language cues are available here and they convey a more casual and friendly approach. Jane here seems to be Mark’s equal colleague, attempting to explain how the submission of Mark’s report affects her work.
From this exercise, it is clear that each modality has its own features, advantages and disadvantages. This connotes that each modality would also have a best fit, depending on factors such as context, desired outcome, meaning, audience, and so forth. In my purview, apart from being the most formal mode, written communication is the most controlled and therefore should be the staple mode of communication for project teams. Whereas tone and body language can often send wrong or ambiguous signals, written formats can be used utilized to objectively confirm and clarify meaning. Portny, Mantel, Meredith, Shafer, Sutton & Kramer (2008) advise that while “informal communications occur continuously in the normal course of business”, all communication should be confirmed in writing. This is a practice that I myself have seen the value of, seek to apply to my work, and will encourage others to also apply.
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.