If you keep a contact list in MS Outlook, you can import names from the list into your project" (64).
How should Listening be Accomplished?
Because every group and team - and project - are unique, listening styles may need to vary to accommodate different needs and goals. According to Stirling (1998), a "telling style" of communication is a straightforward one-way communication approach that uses unilateral decision-making to satisfy uninterested team members' need for noninvolvement and to support timely and decisive action; by contrast, a "selling style" will employ two-way reciprocal communications, active listening, as well as access to the decision-process for those group members who are moderately involved. Finally, a "participating style" encourages group members to discuss significant issues and search for viable alternatives (Stirling). According to Richman (2002), some useful steps that can help ensure effective two-way communication takes place during the pendency of the project management include the following:
Prepare the message in advance. Determine how and when to deliver the message and identify problems that require action, gather relevant information, and focus on the most important issues.
Deliver the message in a clear and constructive fashion. In face-to-face meetings, use appropriate nonverbal communication and be aware of others' feelings and demonstrate genuine concern.
Listen to the receiver's message. "Really listen. Ask questions until you are sure you understood the response. Accept the fact that the other person may see things differently from how you see them" (224).
Confirm understanding by summarizing or paraphrasing the response to ensure it was correctly understood (Richman 224).
The latter steps are consistent with an active listening approach that can be used to ensure that all stakeholders have their voices and opinions heard by the project manager. In this regard, an active listening style can be used that acknowledges and reinforces the fact that the manager heard the feedback from the stakeholders...
The research also showed that project managers today enjoy the benefit of sophisticated project management software that can facilitate the communication process, but does not entirely replace it. Finally, although every manager will undoubtedly have their own unique style of communicating and listening to others, an active listening style can help ensure that feedback is understood and provide an opportunity for clarification of fine points that may cause problems in the long-term if left unresolved.
Works Cited
Dinsmore, Paul C. And Jeannette Cabanis-Brewin. The AMA Handbook of Project Management. New York: AMACOM.
Gilley, Jerry W. And Ann Maycunich. Organizational Learning, Performance, and Change: An Introduction to Strategic Human Resource Development. Cambridge, MA: Perseus Books, 2000.
Massue, Mireille. (2004, February). "A Project Planning Tool." T&D, 58(2), 64.
Mcnaughton, David, Dawn Hamlin, John Mccarthy, Darlene Head-Reeves and Mary Schreiner. (2007). "Teaching an Active Listening Strategy to Preservice Education Professionals." Topics in Early Childhood Special Education 27(4): 223.
Richman, Larry. Project Management Step-by-Step. New York: AMACOM, 2002.
Stirling, James Byron II. (1998). "The Role of Leadership in Condominium and Homeowner Associations." Journal of Leadership Studies 5(1): 148.
Wysocki, Robert K., James P. Lewis and Doug Decarlo. The World Class Project Manager: A Professional Development Guide. Cambridge, MA: Perseus Books, 2001.
