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

2 Media and Communication Part 1 of 2

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

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

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

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

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

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

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

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

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

Course on Project Management 12 Forms of Communication Verbal Verbal Fast Fast Easy Easy Less complicated Less complicated Non-Verbal Non-Verbal Concise Concise Easier form when sharing complicated processes or instructions Easier form when sharing complicated processes or instructions

Course on Project Management 13 Forms of Communication Verbal Verbal Fast Fast Easy Easy Less complicated Less complicated Non-Verbal Non-Verbal Concise Concise Easier form when sharing complicated processes or instructions Easier form when sharing complicated processes or instructions

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

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

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

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

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

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

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

Course on Project Management 21 Communication Requirements – Organizational Chart Source of reference: Source of reference: Structure Structure Communication flow Communication flow Team structure Team structure Roles and responsibilities Roles and responsibilities

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

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

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