My interpretation of the message did not change between the different delivery approaches. The requestor’s tone was urgent but polite in all transmissions. The message was projected in a casual style so it did not come across as authoritative which can put people in defensive mode and take the focus away from the actual message. The requestor acknowledged the receiver’s time and other priorities but also emphasized the time constraint and justification for the urgency of the request. The proper professional consideration was applied and the requestor even suggested the receiver send over the raw data to alleviate the pressure of rushing through the report completion.
In a workplace dominated by quick replies via text and email, details can be lost, overlooked or misunderstood (Small Business – Chron.com, 2019). I believe the face-to-face conveyance was the best choice as the report was of an urgent matter and the requestor showed the importance of the request through communicating in person. Further dialogue could be had between both participants of the conversation without a delay in response, eliminating back-and-forth email threads or missed calls.
I learned that urgency and associated implications from a delay in conveyance need to be considered regarding the type of communication needed. While I am a firm believer in email communication, to ensure a paper trail, I would couple the email with an in-person request for an urgent matter that could affect the project timeline or someone else’s work product. A breakdown in communication can quickly lead to conflict, when in fact, the only issue may be a misunderstanding of another party’s expectations (Small Business – Chron.com, 2019). Even with today’s technology-driven environment, instant messaging can be lost or overlooked during a busy day or just user error.
References
educ6145_aoc. (2024). Waldenu.edu. https://cdn-media.waldenu.edu/2dett4d/Walden/EDUC/6145/03/mm/aoc/index.html
Examples of Communication Problems in the Workplace. (2019). Small Business – Chron.com. https://smallbusiness.chron.com/examples-communication-problems-workplace-11243.html
How Does a Lack of Communication Cause Conflict in the Workplace? (2019). Small Business – Chron.com. https://smallbusiness.chron.com/examples-communication-problems-workplace-11243.html
Adobe Firefly. (2024). Adobe.com. https://firefly.adobe.com/generate/images
Walden University, LLC. (Executive Producer). (n.d.). Practitioner voices: Strategies for working with stakeholders [Video file]. Retrieved from https://waldenu.instructure.com
Walden University, LLC. (Executive Producer). (n.d.). Project management concerns: Communication strategies and organizational culture [Video file]. Retrieved from https://waldenu.instructure.com
You bring up a good point about a paper trail. If Mark does not complete his portion of the project, Jane will at least have some sort of paper trail to document that she did everything possible to ensure the project was finished.
According to Email Trail: CYA Strategies to Create an Indisputable Digital Paper Trail – FasterCapital ( n.d.), strategies to cover your assets would be :
1 – Document everything. I would add organize it in your email for quick reference.
2- Be clear and concise
3- Use Acknowledge Receipt
4- Be mindful of tone and emotions
5- Use Email Signatures
References
Email Trail: CYA Strategies to create an indisputable digital paper trail – FasterCapital. (n.d.). FasterCapital. https://fastercapital.com/content/Email-Trail–CYA-Strategies-to-Create-an-Indisputable-Digital-Paper-Trail.html
You said, “While I am a firm believer in email communication, to ensure a paper trail…”, I am also a believer in communication for that paper trail, but after analyzing communication more, I am torn between this and not feeling like a micromanager. By that I mean, some of the communication I have via email would be just fine as a conversation, which I will do and I also follow it up with an email. With keeping communication streamlined through email, do you ever feel that way?
Chelsi