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

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Media and CommunicationMedia and Communication

Farrokh Alemi, Ph.D.Farrokh Alemi, Ph.D.Lee BalitonLee Baliton

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Media and CommunicationMedia and CommunicationPart 1 of 2Part 1 of 2

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Course on Project Management

Communication – What is it?Communication – What is it?

Communication skill is essentialCommunication skill is essential 90% of working time spent 90% of working time spent

communicatingcommunicating Encourages an open and Encourages an open and

trusting environmenttrusting environment Helps in solving conflictHelps in solving conflict

From “Project communication management: five steps” by Michael S. Terrell

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Communication SkillsCommunication Skills

Information exchangeInformation exchange Sender – preparer and sender of Sender – preparer and sender of

messagemessage Message – information being sent Message – information being sent

or retrievedor retrieved Receiver – whom the message is Receiver – whom the message is

intended forintended for

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Types of CommunicationTypes of Communication

Formal CommunicationFormal Communication Based on role and relationshipBased on role and relationship Focus on project tasksFocus on project tasks

Email, phone calls, face to face meetings, Email, phone calls, face to face meetings, memo, official lettersmemo, official letters

Informal CommunicationInformal Communication Outside of formal boundariesOutside of formal boundaries

Rumors, informal, un-confirmed project newsRumors, informal, un-confirmed project news Employee relationships and interactionsEmployee relationships and interactions

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Types of CommunicationTypes of Communication

Formal CommunicationFormal Communication Based on role and relationshipBased on role and relationship Focus on project tasksFocus on project tasks

Email, phone calls, face to face meetings, Email, phone calls, face to face meetings, memo, official lettersmemo, official letters

Informal CommunicationInformal Communication Outside of formal boundariesOutside of formal boundaries

Rumors, informal, un-confirmed project newsRumors, informal, un-confirmed project news Employee relationships and interactionsEmployee relationships and interactions

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Forms of CommunicationForms of Communication

VerbalVerbal FastFast Easy Easy Less complicatedLess complicated

Non-VerbalNon-Verbal ConciseConcise Easier form when sharing Easier form when sharing

complicated processes or complicated processes or instructionsinstructions

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Forms of CommunicationForms of Communication

VerbalVerbal FastFast Easy Easy Less complicatedLess complicated

Non-VerbalNon-Verbal ConciseConcise Easier form when sharing Easier form when sharing

complicated processes or complicated processes or instructionsinstructions

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Methods of CommunicationMethods of Communication

Packaging and encoding the Packaging and encoding the messagemessage Understandable formatUnderstandable format

Language, symbols and picturesLanguage, symbols and pictures

Transmit the messageTransmit the message Which media to use when sendingWhich media to use when sending

Decode the messageDecode the message How the message is retrieved and How the message is retrieved and

understoodunderstood Reading the emailReading the email Listening to the presentationListening to the presentation

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Barriers of CommunicationBarriers of Communication

Structural BarriersStructural Barriers Distortion of message based on Distortion of message based on

perception and needsperception and needs Email lacks personal touchEmail lacks personal touch

Interpersonal BarriersInterpersonal Barriers Message distorted - assumptions, pre-Message distorted - assumptions, pre-

judgments, and distractionsjudgments, and distractions Low-richness channels = one-way Low-richness channels = one-way

Reports, Bulletins, Memos, E-MailReports, Bulletins, Memos, E-Mail High-richness channels = two / multiple wayHigh-richness channels = two / multiple way

Telephone communication, face to face Telephone communication, face to face interactioninteraction

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Barriers of CommunicationBarriers of Communication

Structural BarriersStructural Barriers Distortion of message based on Distortion of message based on

perception and needsperception and needs Email lacks personal touchEmail lacks personal touch

Interpersonal BarriersInterpersonal Barriers Message distorted - assumptions, pre-Message distorted - assumptions, pre-

judgments, and distractionsjudgments, and distractions Low-richness channels = one-way Low-richness channels = one-way

Reports, Bulletins, Memos, E-MailReports, Bulletins, Memos, E-Mail High-richness channels = two / multiple wayHigh-richness channels = two / multiple way

Telephone communication, face to face Telephone communication, face to face interactioninteraction

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Diversity and CommunicationDiversity and Communication

Cultural differencesCultural differences Courtesy becomes a barrierCourtesy becomes a barrier

Saying “Maybe” when they mean Saying “Maybe” when they mean “No”“No”

““Getting to know you” before “Getting Getting to know you” before “Getting down to business”down to business”

Non-Verbal gesturesNon-Verbal gestures

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Diversity and CommunicationDiversity and Communication

Cultural differencesCultural differences Courtesy becomes a barrierCourtesy becomes a barrier

Saying “Maybe” when they mean Saying “Maybe” when they mean “No”“No”

““Getting to know you” before “Getting Getting to know you” before “Getting down to business”down to business”

Non-Verbal gesturesNon-Verbal gestures

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Communication Requirements Communication Requirements – Organizational Chart– Organizational Chart Source of reference:Source of reference:

StructureStructureCommunication flowCommunication flowTeam structureTeam structureRoles and responsibilities Roles and responsibilities

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Communication Requirements Communication Requirements – Nodes of Communication– Nodes of Communication Shows where and to whom the Shows where and to whom the

information flowsinformation flows Nodes are the participantsNodes are the participants Lines between the nodes are the Lines between the nodes are the

connection connection


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Communication StyleCommunication Style

Communication protocolCommunication protocol Generally accepted Generally accepted

communication stylecommunication style Understand expectationsUnderstand expectations Follow decision making processesFollow decision making processes Give credit where it is dueGive credit where it is due

Commend accomplishmentsCommend accomplishments Recognize each team’s effortRecognize each team’s effort

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Take Home LessonTake Home Lesson

Concise and effective communication Concise and effective communication is important in project management.is important in project management.

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

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