Project Communication and Documentation 207Advanced Preparation or Impromptu? This issue is most rele-
vant in face-to-face communication. If a situation requires
thoughtful input, it may be best to make arrangements in
advance, so both parties are aware of the subject and the tim-
ing of the communication. A person who is taken by surprise
may provide inappropriate or low-quality responses.
Unfortunately, setting up a communication session in advance
takes time. Impromptu communications may provide a more
candid response or offer the opportunity to observe a reaction.
In a Group Setting or One on One? Delivering messages to
groups has two advantages: it’s efficient and it ensures that
everyone hears exactly the same message delivered in exactly
the same manner. An obvious exception to this approach occurs
when there is some sensitivity to the message, such as situations
where some members are personally affected or when propri-
etary information should not be shared with everyone.
What’s the Best Communication Medium?
Considering which basic approach will work best in a given situ-
ation can help guide you in determining the best medium of
communication. Again, the choices are plentiful. Let’s look at
some of these methods and a few considerations.
E-mail. The use of electronic mail continues to skyrocket. Some
contend that e-mail is an
overused (and sometimes
inappropriately used)
medium. It’s certainly con-
venient—at least for most
people. And it ordinarily
reaches widely dispersed
and distant recipients
quickly—although there’s
no guarantee that the
recipient will read the mes-
sage right away. It auto-
Make Sure You “cc”
the Right People on
Your E-mail Note
Thanking someone for a job well
done via e-mail can seem a bit imper-
sonal. However, making sure that the
right people are included on your
“cc” list can change all that. Copying a
team member’s supervisor on a note
of congratulations or thanks is a pow-
erful, effective, and easy way to pro-
vide recognition and positive visibility.