Podcast
Questions and Answers
What is the primary purpose of quick feedback loops in communication?
What is the primary purpose of quick feedback loops in communication?
Which type of communication strategy involves information that is sent to an audience without seeking immediate feedback?
Which type of communication strategy involves information that is sent to an audience without seeking immediate feedback?
In verbal communication, which of the following is an example of informal communication?
In verbal communication, which of the following is an example of informal communication?
What does the encoding process in messaging refer to?
What does the encoding process in messaging refer to?
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Which of the following is NOT a type of written communication?
Which of the following is NOT a type of written communication?
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What is considered a significant barrier to effective communication in organizations?
What is considered a significant barrier to effective communication in organizations?
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Why is communication referred to as the PM's superpower?
Why is communication referred to as the PM's superpower?
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Which quote reflects the emotional aspect of communication?
Which quote reflects the emotional aspect of communication?
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What aspect of communication is most critical for project success?
What aspect of communication is most critical for project success?
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What is an important consideration when selecting communication methods in a project?
What is an important consideration when selecting communication methods in a project?
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What is the main focus of effective listening according to the guidelines?
What is the main focus of effective listening according to the guidelines?
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What is suggested to enhance clarity in communication?
What is suggested to enhance clarity in communication?
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In a low context communication style, the responsibility for clarity lies primarily with whom?
In a low context communication style, the responsibility for clarity lies primarily with whom?
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Why is multitasking considered detrimental to listening?
Why is multitasking considered detrimental to listening?
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What is one of the recommended practices for effective message composition?
What is one of the recommended practices for effective message composition?
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Which part of communication contributes the most to meaning according to the 7-38-55 rule?
Which part of communication contributes the most to meaning according to the 7-38-55 rule?
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What type of noise is caused by environmental factors affecting communication?
What type of noise is caused by environmental factors affecting communication?
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What is a common barrier to communication that involves preconceived ideas?
What is a common barrier to communication that involves preconceived ideas?
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In Level One of listening, what are individuals primarily focused on?
In Level One of listening, what are individuals primarily focused on?
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What is one recommended strategy to improve listening skills?
What is one recommended strategy to improve listening skills?
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Effective communication is NOT crucial for the success of projects.
Effective communication is NOT crucial for the success of projects.
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Communication can be defined as a process by which information is exchanged between individuals to achieve mutual understanding.
Communication can be defined as a process by which information is exchanged between individuals to achieve mutual understanding.
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Maya Angelou suggests that people will primarily remember what you said rather than how you made them feel.
Maya Angelou suggests that people will primarily remember what you said rather than how you made them feel.
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According to George Bernard Shaw, communication problems often stem from the assumption that communication has been successfully achieved.
According to George Bernard Shaw, communication problems often stem from the assumption that communication has been successfully achieved.
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Barriers to communication have little effect on project failure compared to budget and schedule issues.
Barriers to communication have little effect on project failure compared to budget and schedule issues.
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Quick feedback loops in communication help to confirm the degree to which stakeholders heard the message.
Quick feedback loops in communication help to confirm the degree to which stakeholders heard the message.
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Non-verbal communication includes written communication strategies.
Non-verbal communication includes written communication strategies.
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The push communication strategy allows for immediate gauging of audience reactions.
The push communication strategy allows for immediate gauging of audience reactions.
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Visual communication utilizes images to effectively convey messages.
Visual communication utilizes images to effectively convey messages.
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Encoding in messaging is the process of receiving and understanding messages.
Encoding in messaging is the process of receiving and understanding messages.
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Describe two ways effective communication can prevent project failure.
Describe two ways effective communication can prevent project failure.
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What is the significance of understanding cultural communication considerations in project management?
What is the significance of understanding cultural communication considerations in project management?
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Explain the process of encoding in communication and its impact on message clarity.
Explain the process of encoding in communication and its impact on message clarity.
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Identify a common barrier to communication and suggest a strategy to overcome it.
Identify a common barrier to communication and suggest a strategy to overcome it.
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Discuss the role of noise in the communication process and its potential effects on project outcomes.
Discuss the role of noise in the communication process and its potential effects on project outcomes.
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Communication is vital to organizations as it helps to coordinate actions and achieve ______.
Communication is vital to organizations as it helps to coordinate actions and achieve ______.
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The biggest single problem in communication is the illusion that it has taken ______.
The biggest single problem in communication is the illusion that it has taken ______.
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Communication is described as a process by which information is exchanged through a common system of ______, signs, or behavior.
Communication is described as a process by which information is exchanged through a common system of ______, signs, or behavior.
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Lack of effective communication is the number one issue and cause of project ______.
Lack of effective communication is the number one issue and cause of project ______.
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Effective communication involves knowing what kind of communication method or communication tools to ______.
Effective communication involves knowing what kind of communication method or communication tools to ______.
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Study Notes
Leading Projects in an Organization
- The presentation is titled "Leading Projects in an Organization"
- The course is BUSN 10276
- The presenter is Sandra Napoleone
- The presentation is for class 9
Today's Topic: Communication
- Communication is defined and discussed.
- Importance of communication, how we communicate, encoding and decoding process
- Barriers to communication, listening and responding
- Cultural considerations in communication are important.
Quote on Communication
- George Bernard Shaw: "The biggest single problem in communication is the illusion that it has taken place."
- Maya Angelou: "At the end of the day people won't remember what you said or did, they will remember how you made them feel."
Importance of Communication
- Communication is vital for coordination and achieving organizational goals.
- Effective communication is critical for project success.
- Lack of effective communication is the #1 cause of project failure, outweighing budget, schedule, quality, risk, resource, and leadership issues.
- Recognizing and understanding communication methods/tools, specific audiences and their needs at the right time and place.
- This must be done in an effective and efficient way.
Communication Definition
- Communication is the process of exchanging information between communicators to achieve mutual understanding.
- Information is exchanged using a common system of symbols, signs, or behaviors.
Communication in Projects
- Communication is interactive and engages stakeholders, project teams, and the organization.
- Feedback loops are essential for confirming message understanding, ensuring agreement on the message, identifying unintended or nuanced information, and gaining insight.
Daily Types of Communication
- Verbal communication is speaking out loud to communicate a message.
- Non-verbal communication includes body language, tone of voice, and other non-verbal cues and how they influence a message.
- Visual communication uses images to communicate a message clearly and visually.
- Written communication uses the written word to communicate a message clearly.
Project Communication (Formal & Informal)
- Formal communication includes presentations, project reviews, meetings, demonstrations of working prototypes or sample products or services, and project progress reports.
- Informal communication includes conversations, ad-hoc discussions, notes, emails, IM / texting (slack, teams, etc.), and social media.
Communication Strategies (Push & Pull)
- Push communication sends information to the audience, used for one-way communication.
- It inhibits immediate reaction and understanding assessment.
- Pull communication is sought out by the stakeholders and pulled from the source of the information.
Messaging (Encoding & Decoding)
- Messaging is the internal cognitive process that allows participants in communication to send, receive and understand messages.
- Encoding turns thoughts into communication/messages.
- Decoding is the process of turning messages back into thoughts and understanding the message.
Decoding Messages (7-38-55 Rule)
- The "7-38-55 Rule" describes how meaning in communication comes from different sources; Words 7%, vocal intonation and inflection 38%, and facial expressions and posture 55%.
- People vary in how they encode and decode messages.
Communication Noise
- Communication noise is anything that interferes with the intended message.
- Types of noise include physical noise (environmental/transmission), technical noise (technology/equipment), and psychological noise (stress/emotions).
Barriers to Communication
- Barriers include language differences, misinterpretation, physical barriers (time zones), cultural barriers (high/low context), attitudes (positive/negative), organizational culture, bias/preconceived notions and listening skills.
Active Listening Skills
- Active listening requires open-ended questions, clarification requests, attentiveness, summarizing, paraphrasing, reflection of feelings, being attuned to feelings, and asking probing questions.
Listening Levels
- Level 1 listening is self-focused, not fully attentive to the other person.
- Level 2 listening involves intense focus on the speaker's words.
- Level 3 listening involves paying attention to the speaker's words, body language, inflections, and pauses.
Improving Listening
- Stop and take a moment to listen, allowing time for the speaker and to receive and process the message accurately.
- Don't be concerned about what's next to say.
- Join the sender's team by summarizing the message, or asking clarification when necessary.
- Focus and pay attention to the physical and verbal communications.
- Avoid multitasking.
- Try to empathize with the sender's point of view.
Effective Writing
- Picture the receiver - consider who you are writing for.
- Choose simple words (shorter is better when in doubt).
- Be polite and clear, making a greater impact.
- Make your message brief, trimming redundant words.
Cultural Communication Styles
- Differences in high/low-context communication, use of silence & non-verbal gestures.
Silence and Nonverbal Gestures
- Silence can mean respect, disapproval, harmony, or lack of understanding.
- Other non-verbal gestures (eye contact, facial expression, tone of voice, body language/posture) vary across cultures.
Response Styles
- Advising responses - evaluate, direct, and provide instructions.
- Diverting responses - change the focus of communication by changing the topic.
- Reflecting responses - paraphrase the message and demonstrate understanding.
- Reassuring responses - alleviate anxiety associated with the message, calming emotions.
- Probing responses - encourage a speaker to provide more information.
Summary
- Project managers should have a communication plan that accounts for the fast-paced and changing environments of today's projects.
- Successful communication involves being a good listener, efficient and effective tools and mediums (technology & various communication methods); to be mindful of the needs of other stakeholders and audiences during project communications.
- It is important to include how to manage the sending and receiving of information to ensure communication is received in the intended way.
After Class Assignment 3: Technology and Communication
- Project managers need to manage technology for effective communication (emails, meetings, phone calls etc).
- The importance of a project communication plan and managing communication using various technologies.
- Pitfalls in sending/receiving information.
- Answering questions relating to technology and communication work together in a project, challenges in projects, use of technology in communication plans and how to communicate with stakeholders and the organization.
- Further reading recommended: Chapter 8 in the e-text Organizational behaviour.
Next week
- The topics for the upcoming session are virtual class, project communication management, and stakeholder management.
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Description
Explore the importance of communication in leading projects effectively within an organization. This quiz covers the definitions, processes, barriers, and cultural considerations associated with communication, emphasizing its critical role in achieving project success. Engage with thought-provoking quotes and understand how effective communication can prevent project failures.
