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Topics: Communications Management
Communication Channel
Network:157



Hi All,

As I earlier highlighted the issues in communication. Recently GM (IT) said to me that in our organization, no use of sending emails for followups or scheduling meetings. He suggested that I should personally go or call to the stakeholders for meetings.

Please suggest
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Network:780



May be he is believing in a effective communication strategy. Mean more focus on face -to-face discussions or meetings. I dont think he meant dont send mails/meeting invites. They are part of project management. But overly relaying on mails/invitations some time do not work. Or sending a mail + calling them to discuss about the mail sent (for important ones) will always shows the stakeholder (when done over the time), how much keen you are in making sure they understand,.

Regards
Harish
Network:41



The PMBOK Guide V6 in page 376 suggests "Different approaches should be applied to meet the needs of the major forms of communications defined in the communications management plan."

Personally going to call them is another approach (Interpersonal communication) which may be effective or not effective. So there needs to be a communication style assessment to identify the preferred communication method.Often used with un-supportive stakeholders

So let's assume in your organization there are 10 + stakeholders all co-located within a building and this building is a high rise building with many floors, it implies you will personally go searching for each and everyone of them.

Communication styles assessment should identify why stakeholders are not responding to meeting invites, what is the leadership style like? coercive? this has a negative impact on the organizational climate.
Network:1837



Key point is: the source is accountable to validate that the message was received and understood. Is not because I am saying that is because a rule of communication no matter the source/receiver/mean you use. So, with that in account then the mean you will use without forget the environment. I am working in highly distributed vierual teams from more than 20 years ago and we use emails, skype, phone calls to make our work. I am using a lot emails but other thing you have to take into account: all people know the rules about the use of emails?. For example, remember that the receiver is not saying the source then when the receiver read somethng the first feel counts.
Network:22285



You may need to use different channels/ways of communication or a combination of them based on your needs.
Network:113439



In the line of Sergio statement, if there is no electronic or paper trail when the thing goes sour it will be hard to explain.

Some face to face or phone can be used prior to a meeting request. if you don't send the meeting request and receive confirmation, you may do the meeting alone.

Meeting minute not shared will result in no action or no responsibility for actions.

Also, it could become time-consuming to look for or call everyone.
Network:98362



Somehow, I read Ashutosh's question differently. Ashutosh can use emails and meeting requests but the culture is such that they won't answer unless you reach out through phone or in person.

If that's the case, you can and should use emals and meeting requests to properly document decisions and action items.Just make sure you block the time to do the necessary follow-up.
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1 reply by Ashutosh Trivedi
Jul 10, 2019 11:46 AM
Ashutosh Trivedi
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Very right, yes I meant the same which you understood. Thanks to all for suggestions.
Network:157



Jul 10, 2019 9:50 AM
Replying to Stéphane Parent
...
Somehow, I read Ashutosh's question differently. Ashutosh can use emails and meeting requests but the culture is such that they won't answer unless you reach out through phone or in person.

If that's the case, you can and should use emals and meeting requests to properly document decisions and action items.Just make sure you block the time to do the necessary follow-up.
Very right, yes I meant the same which you understood. Thanks to all for suggestions.
Network:253



These days their is an overreliance on email. This tools does not fit all situation and should not be used as a substitute or replacement for direct contact with the team you manage. The better planned and managed your project team the less need for email as a fire fighting tool. Email is a short term communication tool, that is it provide communication on request for information and meeting invitation.. A centralised data depository should contain all the project management documentation including shared calendars, project status, resources allocation and project meeting both internally with project team and externally with stakeholders and vendors.
Network:106



Hi Ashutosh, Suggestion from GM, may also stem from the fact that, mails sent are not equal to mail read. Your priority may not be equal to their priority, so the mails you send may not get its due attention. What can be done/accomplished over calls or visits if its co-located, is far more than, what can be achieved over by sending emails

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