Media and Communication

1. Media and Communication Farrokh Alemi, Ph.D.Lee Baliton

2. Media and CommunicationPart 1 of 2

3. Communication – What is it? • Communication skill is essential • 90% of working time spent communicating • Encourages an open and trusting environment • Helps in solving conflict From “Project communication management: five steps” by Michael S. Terrell

4. Communication – What is it? • Communication skill is essential • 90% of working time spent communicating • Encourages an open and trusting environment • Helps in solving conflict From “Project communication management: five steps” by Michael S. Terrell

5. Communication – What is it? • Communication skill is essential • 90% of working time spent communicating • Encourages an open and trusting environment • Helps in solving conflict From “Project communication management: five steps” by Michael S. Terrell

6. Communication – What is it? • Communication skill is essential • 90% of working time spent communicating • Encourages an open and trusting environment • Helps in solving conflict From “Project communication management: five steps” by Michael S. Terrell

7. Communication Skills • Information exchange • Sender – preparer and sender of message • Message – information being sent or retrieved • Receiver – whom the message is intended for

8. Communication Skills • Information exchange • Sender – preparer and sender of message • Message – information being sent or retrieved • Receiver – whom the message is intended for

9. Communication Skills • Information exchange • Sender – preparer and sender of message • Message – information being sent or retrieved • Receiver – whom the message is intended for

10. Types of Communication • Formal Communication • Based on role and relationship • Focus on project tasks • Email, phone calls, face to face meetings, memo, official letters • Informal Communication • Outside of formal boundaries • Rumors, informal, un-confirmed project news • Employee relationships and interactions

11. Types of Communication • Formal Communication • Based on role and relationship • Focus on project tasks • Email, phone calls, face to face meetings, memo, official letters • Informal Communication • Outside of formal boundaries • Rumors, informal, un-confirmed project news • Employee relationships and interactions

12. Forms of Communication • Verbal • Fast • Easy • Less complicated • Non-Verbal • Concise • Easier form when sharing complicated processes or instructions

13. Forms of Communication • Verbal • Fast • Easy • Less complicated • Non-Verbal • Concise • Easier form when sharing complicated processes or instructions

14. Methods of Communication • Packaging and encoding the message • Understandable format • Language, symbols and pictures • Transmit the message • Which media to use when sending • Decode the message • How the message is retrieved and understood • Reading the email • Listening to the presentation

15. Methods of Communication • Packaging and encoding the message • Understandable format • Language, symbols and pictures • Transmit the message • Which media to use when sending • Decode the message • How the message is retrieved and understood • Reading the email • Listening to the presentation

16. Methods of Communication • Packaging and encoding the message • Understandable format • Language, symbols and pictures • Transmit the message • Which media to use when sending • Decode the message • How the message is retrieved and understood • Reading the email • Listening to the presentation

17. Barriers of Communication • Structural Barriers • Distortion of message based on perception and needs • Email lacks personal touch • Interpersonal Barriers • Message distorted - assumptions, pre-judgments, and distractions • Low-richness channels = one-way • Reports, Bulletins, Memos, E-Mail • High-richness channels = two / multiple way • Telephone communication, face to face interaction

18. Barriers of Communication • Structural Barriers • Distortion of message based on perception and needs • Email lacks personal touch • Interpersonal Barriers • Message distorted - assumptions, pre-judgments, and distractions • Low-richness channels = one-way • Reports, Bulletins, Memos, E-Mail • High-richness channels = two / multiple way • Telephone communication, face to face interaction

19. Diversity and Communication • Cultural differences • Courtesy becomes a barrier • Saying “Maybe” when they mean “No” • “Getting to know you” before “Getting down to business” • Non-Verbal gestures

20. Diversity and Communication • Cultural differences • Courtesy becomes a barrier • Saying “Maybe” when they mean “No” • “Getting to know you” before “Getting down to business” • Non-Verbal gestures

21. Communication Requirements – Organizational Chart • Source of reference: • Structure • Communication flow • Team structure • Roles and responsibilities

22. Communication Requirements – Nodes of Communication • Shows where and to whom the information flows • Nodes are the participants • Lines between the nodes are the connection From “Project communication management: five steps” by Michael S. Terrell

23. Communication Style • Communication protocol • Generally accepted communication style • Understand expectations • Follow decision making processes • Give credit where it is due • Commend accomplishments • Recognize each team’s effort

24. Take Home Lesson Concise and effective communication is important in project management.