Description
An electronic communication network (ECN) is a financial term for a type of computer system that facilitates trading of financial products outside of stock exchanges. The primary products that are traded on ECNs are stocks and currencies.
Using 7-D eCommunications to Improve Project eCommunications by Impacting Stakeholders’ Human Interfaces
By Kenneth R. Kozy, PMP, MBA, Green Belt – Lean Six Sigma
Introduction
Is your goal to send your Project Stakeholders electronic communications (eCommunications) that are clear, understandable, effective, and efficient, and that affect your recipients more profoundly? To achieve this goal, you can use 7 Dimensional eCommunications (7-D eCommunications). They have the capability to impact Project Stakeholders’ 7 Dimensions of Physical Interfaces, 7 Dimensions of Intellectual Interfaces, and 7 Dimensions of Human Spirit Interfaces. The more Dimensions of Stakeholders’ Human Interfaces that are impacted, the more likely the recipients will focus on the communication, view it as a priority, remember it, think about it, acknowledge it, share it with others, send feedback, and take action. This Article defines the concept of 7-D eCommunication and explains all 21 Human Interfaces, gives examples, provides a useful Template Tool, and challenges the reader with an Exercise to create a 7-D eCommunication in order to apply the principles learned to impact Stakeholders.
We have all experienced the problem in which some Project eCommunications to Stakeholders are vague, ineffective, incomplete, confusing, or lack impact.
Critical importance of Stakeholder Communications to the Project Manager
The Project Management Institute (PMI®) has published “A Guide to the Project Management Body of Knowledge (PMBOK® Guide)” wherein Chapter 10i focuses on Project Communications Management regarding Stakeholders. Two key points made by that document are: 1. Project Managers spend the majority of their time communicatingii, and 2. Communication is one of the biggest reasons for project success or failure; effective communication is essential.iii
Solution: 7-D eCommunications
A 7-D eCommunication is a Plan Communications Tool and Technique used to impact the Project Stakeholders’ 7 Dimensions of Physical Interfaces, 7 Dimensions of Intellectual Interfaces, and 7 Dimensions of Human Spirit Interfaces in order to communicate information in an effective and efficient manner. Examples of 7-D eCommunication Tools include: eMail, eAudio, eVideo, eBook, and eWebCast (Exhibit 4). You can use these 7-D eTools with your critically important message content to impact all 21 Dimensions of Human Interfaces of your Stakeholders that are listed in Exhibit 1 below.
Problem Statement
In today’s fast-paced and cost-conscious global Projects, many of your Stakeholders are in distant locations and different countries. As a result, physical face-to-face communications becomes impractical and quality electronic communications (eCommunications) become even more critical.
7-D eCommunication
7 Dimensions of 7 Dimensions of 7 Dimensions of Physical Intellectual Human Spirit Interfaces to Interfaces to Interfaces ---------- > 1 Hear------------------- > 1 Listen ---------------- > 1 Understanding ---------- > 2 See -------------------- > 2 Watch ---------------- > 2 Knowledge ---------- > 3 Smell ----------------- > 3 Discern -------------- > 3 Fortitude ---------- > 4 Taste ----------------- > 4 Receive -------------- > 4 Openness ---------- > 5 Touch ---------------- > 5 Seek ------------------ > 5 Mentoring ---------- > 6 Think ----------------- > 6 Learn ----------------- > 6 Wisdom ---------- > 7 Tell -------------------- > 7 Reveal --------------- > 7 Teaching
Exhibit 1: 7-D eCommunications impact the 7 Dimensions of Physical Interfaces, the 7 Dimensions of Intellectual Interfaces, and the 7 Dimensions of Human Spirit Interfaces
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Legend for Exhibit 1
The 21 Human Interfaces are divided into 3 groups of 7 Interfaces each and are color-coded in bold italics: Physical are red, Intellectual are green, and Human Spirit are blue. ? The names of the Interfaces are based upon definitions in standard dictionaries (see Exhibit 4 “Attributes). ? The 7 Physical Interfaces can map to each of the 7 Intellectual Interfaces in a one-to-one relationship. If a Physical Interface is disabled to any degree, other relationships could become one-to-many. ? The 7 Intellectual and 7 Human Spirit Interfaces correspond with one-to-many relationships: for example, “Understanding” may be the outcome of any one of the Intellectual Interfaces, while “Knowledge” may be the outcome of any of the Intellectual Interfaces as well as an outcome of “Understanding.” Human interfaces can be very complex. ? To help them quickly understand a complex message or idea – physically, intellectually, and What are Human Interfaces and Dimensions? spiritually. In this Paper, each Human Interface is considered a ? To encourage them to comment, to give Dimension of the 7 Dimensions of Physical feedback, to act, and to share their ideas and Interfaces, the 7 Dimensions of Intellectual feelings. Interfaces, or the 7 Dimensions of Human Spirit ? To communicate important Project information Interfaces. A Human Interface is a point of impact of effectively and efficiently by impacting as many a 7-D eCommunication with a Human Attribute. Human Interfaces of your Stakeholders as Examples: possible so they can buy into the Project’s 1) eMail that impacts the Human Interface to See as successful outcome, the Stakeholder reads the electronic message and graphics. Examples and useful Template Tool to help 2) An audio file attachment to an eMail that you use 7-D eCommunications impacts the Interfaces of the Stakeholder to Hear, Listen, and Understand. By now you may be anxious to view and experience a 7-D eCommunication. A quick “Short Example of We humans are complex and have many Interfaces; a 7-D eCommunication is given in the attached this Paper does not include a complete list of all “Appendix A.” It is a general example for quick possible Human Interfaces. However, all people understanding, not a Project Management example. share the three categories of Human Interfaces that are included (Physical, Intellectual, and Human If you choose to go to “Appendix A” now, remember Spirit). The three categories of Human Interfaces are to return to this section to continue to understand the based upon the five Basic Physical Senses (To Hear, definitions of this 7-D eCommunication concept. See, Smell, Taste, and Touch) plus the two Interfaces that integrate the sensory input into the If you choose to continue reading here you will learn brain to Think, and then allow you to Tell this more about application to Project Stakeholder information to others. eCommunications. There a Project Management example shown: “Exhibit 2: Example of a 7-D All Human Interface information flows through the eCommunication that can impact Stakeholders’ 7 brain. Other groupings of Interfaces and Typologies Dimensions of Physical, Intellectual, and Human of people are possible. These three categories of Spirit Interfaces.” A Template Tool is presented in Interfaces are defined here specifically for electronic Exhibit 3 that maps the impacts of the Project Communications to Project Stakeholders and focus Management 7-D eCommunication to the 21 Human on critical impact points for human-to-human Dimensions of your Stakeholders. eCommunication. Finally, as a Project Manager you may decide to What are the Benefits of using 7-D apply these tools to improve your Project “Soft eCommunications for your Stakeholders? Skills” using the Exercise included at the end of this Article. ? To engage them completely and to focus their attention on your message in spite of competing Additional examples can be found at priorities. www.KenKozy.com. ?
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Truth and Emotions
The message content of a 7-D eCommunication may contain truth or lies, be positive or negative, be for your good or the sender’s greed, and be factual or emotionally charged. How the message content affects the Stakeholders’ emotions first depends upon the ability of the 7-D eCommunication to impact the Stakeholder’s 21 Dimensions of Human Interfaces. Different emotions may lay behind each person’s Interfaces, but none will be affected unless those Interfaces are impacted by the eCommunication. Emotions and pre-judgments may act as filters to each of the Interfaces and can dampen or amplify the impacts. The recipient can control their behavior and emotional responses, and therefore change the amount of filtering. Finally, it is up to the Stakeholders to determine the truth of the message: 1. to accept and use it productively, or 2. to have the fortitude to challenge any false statements in the message via replies and reactions.
cultures of the Stakeholders need to be considered. A 7-D eCommunication is a Plan Communications Tool and Technique to communicate more effectively and efficiently with Stakeholders. “A communication plan allows the project manager to document the approach to communicate most efficiently and effectively with stakeholders. Effective communication means that the information is provided in the right format, at the right time, and with the right impact. Efficient communication means providing only the information that is needed.”vi The Communication Management Plan should also include the following: constraints, guidelines, and templates for project status meetings, team meetings, eMeetings, eMail, and a Project website.vii By accomplishing the above criteria you can add a list and examples of 7-D eCommunication to your Organization Process Assets.viii
Typical 7-D eCommunications
An eMail is a prevalent eCommunication tool and is an easy-to-use 7-D eCommunication Tool. A multimedia eMail is included in this Paper as an example to describe how each of the 21 Dimensions of Human Interfaces can be impacted (see Exhibit 2). This special type of eMail applies a number of embedded links or file eAttachments (audio files, video files, digital photo files, and eLinks). Other types of 7-D eCommunications may be used to accomplish this same objective and some are listed in the fourth column, “Typical 7-D eCommunication” (see Exhibit 4: Correlating Typical 7-D eCommunications with the 7 Dimensions of Physical, Intellectual, and Human Spirit Interfaces and their Attributes). An Attribute is a characteristic of an Interface. Each Human Interface is explained and an example is provided in the following text.
PMBOK® Guide and How the 7-D eCommunication Concept Maps to It
“Stakeholder: Person or organization (e.g. customer, sponsor, performing organization, or the public) that is actively involved in the project, or whose interests may be positively or negatively affected by execution or completion of the project. A stakeholder may also exert influence over the project and its deliverables.”iv Once all the Project’s Stakeholders are identified, the process (called Plan Communications) determines the Stakeholder information needs and defines a communication approach.v Differences in the
Physical Interfaces
Sometimes, one of the basic senses can bring about an immediate reaction from different parts of your body seemingly before you can consciously “think” about what is happening. For example: hearing a loud screaming siren, you cover your ears; seeing a dangerous object headed toward you or touching a flame, you pull away, and so forth. However, all such reactions still notify the brain. To their credit, people with disabilities who are not able to use a body part or attribute listed in the 5 basic human senses, are able to substitute for that loss via modern technology. For example, people who have low or no vision may utilize an electronic screen reader on their computers which reads and speaks (using synthesized sound) whatever the textual contents of their computer screens are.
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7 Dimensions of Physical Interfaces
1) You use your ears to Hear the input of sounds, words, music, or silence. 2) You use your eyes to See the input of light, color, objects, and people all around you, as well as to read. 3) You use your nose to Smell scents of different types – some scents may smell pleasant, neutral, or foul. 4) You use your mouth’s taste bud receptors to Taste pleasing, bland, or spoiled food and drink. 5) You use body parts to Touch and identify temperature differences, objects, and people to tactilely explain your environment.
6) You use your brain to Think in order to integrate the sensory information from the 5 senses: to collect, organize, remember, share, or take action based upon the informational signals from your Interfaces. Even when the body reacts to danger seemingly before you can give conscious thought to it, your brain will remember the event so you can consciously avoid it in the future. Ideas are initiated for the body to act upon. 7) You use your brain, voice, and other body parts to Tell your experiences, ideas, sensory information, and memory to others, and to give feedback.
Intellectual Interfaces
The 7 Physical Interfaces can map to each of the 7 Intellectual Interfaces on a one-to-one basis with the brain determining the focus of the Interfaces.
7 Dimensions of Intellectual Interfaces
1) Your ears Hear hundreds of sounds, but to selectively Listen to certain sounds and their content, tone, and other characteristics requires you to focus and interpret them to determine their meaning. 2) Your eyes may See hundreds of objects in one momentary sighting, but to selectively Watch a few selected objects of importance in your field of vision require you to focus, interpret, and determine their relevance. 3) Your nose may Smell many scents, but to Discern them means you must focus on one or more scents to intelligently interpret and discriminate among what may be pleasing or potentially dangerous. Likewise, you intellectually begin to Discern among resulting ideas and actions.
4) Your mouth may Taste many flavors, but you have to consciously allow yourself to Receive novel foods and drinks to focus on their qualities. Likewise, you intellectually become more receptive to receive different ideas. 5) Your body parts allow you to Touch objects and others so that you can focus, realize, and recognize them. Now intellectually, you begin to Seek and recognize yours and others’ ideas and to search for new ideas. 6) To Learn, you Think about, organize, and apply physical experiences and the results of the actions you have taken. Intellectually, you now include the results of realized ideas, news, experiences, and actions. 7) Finally, you are able to Reveal ideas, news, experiences, feedback, and actions about yourself or others that your senses can Tell to you or that were newly realized in your brain.
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Human Spirit Interfaces
Depending upon your beliefs, the 7 Dimensions of Human Spirit Interfaces may be viewed as part of our humanity, human nature, or as spiritual gifts from God. Cultures around the world differ in their definition of spirituality. However, all Human Interface information flows through the brain. The Physical and Intellectual Interfaces are included in the explanation of the Human Spirit Interfaces below to show the continuum of relationships of the three categories of Interfaces across the 21 Dimensions of Human Interfaces. and evaluate them – to get a taste of the novel ideas and receive experiences. 5) To Touch tells you what is real, tangible, and tactile. Intellectually, you learn how to Seek people and ideas that can affect you and others. You can affect others’ lives by encouraging them or comforting their hurt feelings. Thus, your Mentoring touches lives by counseling them, advising them, and caring about them. 6) To Think about experiences and ideas that are Learned can result in Wisdom by applying these learnings to new situations and future actions. Also, you can display your Wisdom of experiences and thoughts by applying your Knowledge and Understanding to future events or new combinations of experiences and ideas. 7) To Tell your experiences and Reveal what you know and who you are may allow you to Teach this information to others and to share these ideas so others can benefit from them as well.
7 Dimensions of Human Spirit Interfaces
1) By focusing on combinations of sounds, words, and meanings you can begin Understanding what you were Hearing and Listening to and what makes sense to your body, mind, spirit, environment, and world. 2) What you have Seen and focused on by Watching, you can place into your memory. Those memories form your personal Knowledge base of experiences and of Understandings. 3) Just as a scent can be Smelled and Discerned, an idea needs to be identified and Discerned to discover if it is real or imaginary, true or false, and ethical or unethical. Now, you need Fortitude and have courage and strength to stand by what you have determined it to be – and to take the proper action. 4) To Receive a new food or drink in order to Taste it implies you are Open to try new tastes, foods or drink. You need Openness to be receptive to new ideas, explore these ideas, consider them,
Example: PM 7-D eCommunication eMail Impacts all 21 Dimensions of Human Interfaces
How can you map your eCommunication to the 21 Dimensions of Human Interfaces and quickly develop a 7-D eCommunication? A Template Tool has been developed to help you plan your communication’s content so that you can impact the Human Interfaces. See Exhibit 3. Using phrases or notes, enter your message’s content/ideas in the first column on the row corresponding to the Interface it impacts. Then enter a brief comment in the second column of how the content/idea impacts that Interface. You will be able to see how many Interfaces you have impacted. Next, try to impact more Interfaces to maximize your message’s objectives. As a demonstration of how all 21 Dimensions of Human Interfaces can be impacted with a 7-D eCommunication, Exhibit 2 shows a sample eMail from a PM to Project Stakeholders. This personalized meeting invitation asks each individual to join the Project Requirements Analyst and Team to review Final Requirements and Expectations previously provided by the Stakeholder’s Department. See the Template Tool, Exhibit 3, which was used to prepare the final eMail content and to track impacts (these entries are in color) to the 21 Dimensions of Human Interfaces. A sample eMail is shown on the next page.
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Sample 7-D eCommunication eMail sent by PM John Chang to Paula Lopez: From: John Chang, P.M.P., PMO Department To: Paula Lopez, Director, Accounting Department Subject: Invitation to Review Final Inventory Project Requirements of your Accounting Department Hi Paula – Thanks for your co-operation by being an “Inventory Project” Stakeholder and supplying us with your Accounting Department’s requirements. Now we need to meet in person or via eConferencing with you and anyone you choose from your Department to be sure we have correctly understood and interpreted your Department’s requirements and to gain your approval before Project execution. ? ? ? When: Choose a few days over the next 2 weeks that you all have available for a 2 hour afternoon meeting for this review. We will immediately confirm one of those dates with you. Who: You may invite anyone from your Department who can review and approve the final specifications at this meeting. Our experienced Project Requirement Analyst, relevant Project Team Members, and I will also attend this important meeting. Where: Large Conference Room A, next to the main cafeteria. (Attendees in person will enjoy a free coffee-tea-pop break with delicious snacks, ice cream, and Emeril’s warm, homemade cookies at the meeting’s midpoint.) If someone cannot attend in person, our meeting will be available via 2-way video and audio format on their remote computers using our eConferencing Network. Send me their eMail addresses so I can send the connection information to them. What: The Project requirements which your Department had shared with us will be presented in the standard organizational electronic and printed formats as well as in an electronic PowerPoint Presentation. By end of the meeting we will need your Department’s official approval of the finalized specification forms and of any Lists of Differences or Changes. Why: We need your approval of the final specifications at this meeting. Afterwards, our Project Team will begin final planning and scheduling for the Project and commence execution.
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Please click on this <Link-to-hear-VP-of-Operations> who discusses the importance of this Project to expand our organization and its benefits to our customers. Pass this link along to those you plan to invite to attend. For your convenience we have set up a Project web site so you can review the Project Mission, Goals, your Approved Requirements, Schedule, and Progress by clicking this link: <Inventory-Project-Site>. Please click: <eVideo-of-several-of-the-other-Project-Stakeholders> - to see our peers who have shared their viewpoints and endorsements for the success of this Project. Next Steps: By Friday, please respond to these questions with your selections: 1 Possible dates and times of the meeting for your Department’s review of Requirements? 2 Who will be attending the meeting in-person or on-line? 3 Who in attendance has your Department’s authority to sign-off on the final requirement documents? Please call me as soon as possible if you have any questions or concerns. Thank you for your help. John Chang, P.M.P., Project Manager, Bldg: 9-11, Tel: 1-987-654-3210
Exhibit 2: Example of a 7-D eCommunication that can impact Stakeholders’ 7 Dimensions of Physical, Intellectual, and Human Spirit Interfaces
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Template Tool Analysis of eMail sent by John Chang to Paula Lopez: From Communication Plan for: INVENTORY PROJECT Audience: EACH STAKEHOLDER 7-D eCommunication type: eMail with Links Impacts on the 7 Dimensions of Interfaces: Physical, Intellectual, and Human Spirit Enter notes on content below 1 To Hear: linked audio file of exec endorsement VP Operations audio re: importance of Project 2 To See: visual eMail; linked eVideo file of Send text eMail with links; Stakeholder eVideo re: need for Project’s success & endorsements Stakeholder peers endorsing the Project 3 To Smell: memory recall of scent Warm gourmet Cookies 4 To Taste: memory recall of taste Delicious refreshments 5 To Touch: mouse click to link to files; reply eMail Click A/V links; transfer to Project web site 6 To Think: who to invite based on senses above Choose who to attend & make decisions 7 To Tell: invite others & tell them info sent by PM; Follow Next Steps; contact department’s authorized signers, and others to attend invite to give feedback 1 To Listen: focus on org & customer benefits VP Operations as to why Project is important 2 To Watch: observe Stakeholder peers on web Stakeholders need to work for success of this Project; endorsements site and their sincerity; reasons to support Project 3 To Discern: pick right review people to sign off Who to ask to attend; what requirements are 4 To Receive: thanks; requirements in final Thanks; invite to meeting with Project Team in non-threatening, neutral, and friendly environment standard format that Project Team will deliver 5 To Seek: search for Dept. people who know Contact others in Department to attend; to meet Project Team needs & have authority to approve 6 To Learn: acquire info re organization-wide Project Mission, approval process, Project Team’s interpretation of Department’s requirements needs, Department’s needs, and Project approach 7 To Reveal: feedback of needs & expectations of How meeting will be scheduled and contents; Departmental expectations for Project department; confirmation; meeting contents 1 Understanding: analyze Project Team’s Verify that Stakeholder requirements and their expectations are the same as the Project Team ’s; interpretation of Dept. needs and meaning of they listened to what was said specifications before execution; endorsements 2 Knowledge: map needs to Project goals and Results of previous Stakeholder requirement meetings; map needs & Mission; test truth & needs specs recorded from Stakeholder meetings 3 Fortitude: courage to approve and, if needed, Sign off needed to confirm that requirements and expectations are the same; Some differences state misunderstandings & changes needed allowed for by List of Changes 4 Openness: be available to good advice, diverse Project Team does not pre-judge requirements – they are what Stakeholders said they need opinions, changes, & new experiences 5 Mentoring: being involved with others; confiding Discuss any differences or changes and solutions if needed; advise on expectations & solving problems or differences on requirements 6 Wisdom: application of experiences & knowledge Analysis based upon info, knowledge, & experience of Team to apply what was learned to to new processes; Forms, PowerPoint, and Mission this application; gathered all requirements of org shows how all requirement of org come together 7 Teaching: encouraging Dept. to become involved Share what was learned, respecting Stakeholders info and needs; allow Q&A to refine points or with approval of requirements, get buy-in, & how to changes; share schedule and status follow progress of project and their specifications
Exhibit 3: Template Tool for Mapping the Impact of Sample 7-D eCommunication to the 7 Dimensions of Physical, Intellectual, and Human Spirit Interfaces
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Summary
Not every eCommunication needs to impact all of the 21 Dimensions of Human Interfaces
Some daily eCommunications may only need to be simple reminders or direct, brief, and factual responses to questions from Stakeholders to be efficient. However, important and vital eCommunications should impact as many Human Interfaces as possible to be effective, The Template Tool may be used before drafting the message, or after completing the first draft in order to improve or add elements to increase impact of the final message. Cultural differences also need to be considered. Even definitions of a “Stakeholder” differ as recorded in the international journals for Project Management.ix
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7 Dimensions of Physical Interfaces – Impact Guidelines
? If you want to send an eCommunication to a person regarding an activity so that the person is engaged by the message, then primarily impact Physical Interfaces. Examples: 1) An eMail invitation to a luncheon meeting containing the basic information: who, what, where when, why, menu selections, how to get there, and how to give feedback or to reply with questions. 2) A game product sales presentation to customers shown in a “4-D” theater that combines a 3-D eMovie with physical effects (e.g. vibration, wind, scents, rain, motion, laser lights, and surround sound) to occur in sync.
If you want to send an eCommunication that moves your recipient into action physically, intellectually, and spiritually, then impact all 21 Physical, Intellectual, and Human Spirit Interfaces. Examples: 1) An audio/video ePresentation given by a live speaker at a PMI chapter dinner meeting which is interactive with the audience. 2) An eMail invitation with a Microsoft Outlook appointment request (including audio and video attachments of endorsements from top management) sent to Project Stakeholders to join the Project Team for a Project Kickoff luncheon meeting to explain: Project’s company-wide mission, all Stakeholder requirements and benefits, and the need for involvement and action by these Stakeholders and their departments for Project success. 3) Remotely located church groups holding an online shared eBible-Study with interactive discussions while having a “Cake and Coffee” break planned during their session.
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Exercise: Invite Stakeholders to a Project Kickoff Meeting using a 7-D eCommunication
To apply what you have learned, write a 7-D eCommunication eMail to invite Stakeholders to a local Project Kickoff Meeting for one of your new Projects. Budget is no problem; use multi-media as needed. Design it to impact as many of the 21 Dimensions of Human Interfaces as possible. It is not complicated – just apply the Template Tool shown in Exhibit 3. (A blank Template Tool is available at: www.KenKozy.com – click on Tab “2011 7-D eCom.”) Next, compare your completed work: download an example demonstrating maximum impact on Stakeholders for this Exercise also at www.KenKozy.com clicking on Tab “2011 7-D eCom.” Compare what you wrote to the Exercise example shown – learning from any differences. FAQs and examples are also available at the web site. The more practice and experience you get using this Plan Communication Process, the easier it will be for you to utilize 7-D Electronic Media to make your next major Stakeholder eCommunication more efficient and effective.
7 Dimensions of Intellectual Interfaces – Impact Guidelines
? If you want to send an eCommunication so that the recipient is fully focused physically and mentally on the eCommunication, then primarily impact Physical and Intellectual Interfaces. Examples: 1) An audio/video interview from a remote site with no audience interaction. 2) A training DVD repeating food preparation steps to refresh the memory of a chef.
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7 Dimensions of Human Spirit Interfaces – Impact Guidelines
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Table for Utilizing 7-D eCommunications PHYSICAL INTERFACES .Some Attributes 1 To Hear .Ears to hear .Hearing all sounds at location or from an audio recording 2 To See .Eyes to see .Viewing full field of vision at a location or on a screen INTELLECTUAL INTERFACES .Some Attributes 1 To Listen .Focus on specific sounds .Interpret meanings, tone, clarity, voice, context .Active Listening HUMAN SPIRIT INTERFACES .Some Attributes 1 Understanding .Analyze data, facts, & Information in memory .Repeat or write .Control emotions; Focus on words, events, & meaning .Interpretation of reality; Empathy 2 Knowledge .Experience event & convert it to memory or electronic storage .Useful Info; Expected results; Deviations .Results of scientific observation .Map people to subject & event .Compare & relate to other experiences, people, & events .Test relevance, truth, & reality 3 Fortitude .Strength to follow beliefs .Endurance & courage to pursue truth & ethical decision making .Moral strength; Differences are ok .Take action against lies & slander .Perception 4 Openness .Available to good advice, different ideas & people; .Diversity .Humility, piety, selflessness .No pre-judgment of ideas or people .Make self available to experiences TYPICAL 7-D eCommunications .eTools to impact Interfaces
.eMail & link/attach audio eFiles; Audio eBook; Music CD/DVD .eScan & convert text or screen display to audio sound to hear .eSpeech processor software; eRecord .eMail & link/attach video, photos with sound .Social eNetworking (Facebook, Twitter, Linked-in, etc.) .Search results; Project Website contents .Word Processor, OneNote, Excel, ePowerPoint, Project software .Descriptive Video Services .eResearch, eEncyclopedia .eConferencing, eBooks .eKnowledge Mgmt DB .Provoke memory of Scent in eMail & links; “4-D” Movie .eBlog of beliefs & opinions .eReports of analysis & findings .eAlerts re untruths & Scams
3 To Smell .Nose to smell scents .Smelling all scents at a location
4 To Taste .Mouth’s taste buds to test & savor what is eaten & drank .Tasting everything in mouth & on tongue
2 To Watch .Focus on specific subject .Witnessing, a perception .Electronic real, uncut, unmodified event, with clear view .People movement, action .Reading, viewing .Observe gestures, Facial expressions and animation 3 To Discern .Focus on specific scent .Danger to avoid; Prefer security .Attracted to; Accepting .Reject false, untrue, misinformation .Mental “scent” of Ideas; Hunch 4 To Receive .Focus on specific taste .Taste of new foods, drinks, ideas, & concepts .Inviting; Open minded .Receiving ideas, people, & differences
.Provoke memory of food or beverage taste in extended eMail & links, eBook, eVideo .“4-D” Movie; Multidimensional experiences; RSS; eForums .Sensitivity training eBlog .eReference lists
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(Table Exhibit 4 Continued)
PHYSICAL INTERFACES (continued) 5 To Touch .Realization of the sense of touch .Touch as sensed by any body part 6 To Think .Brain integrates all the above sensory & mental Information into memory .Realization of inputs from the 5 senses .Formulates decisions INTELLECTUAL INTERFACES (continued) 5 To Seek .Focus on stimulus, event .Search; Ask, seek, knock .Contact; Interaction .Feelings, reach out, identify 6 To Learn .Focus on ideas, remember, use info acquired .Study subjects; Integrate the intellectual interfaces, new information & recollections .Map information to other thoughts & determine what is newly learned or re-enforced learning 7 To Reveal .Focus on & share identity, personal reactions, inner thoughts, feelings, & emotions .Share your memories of experiences & ideas .Translate your own experiences into outputs .Share new ideas & insight .Audience & Stakeholder feedback of their needs & message HUMAN SPIRIT INTERFACES (continued) 5 Mentoring .To advise & to be advised .To counsel & to console .Confiding; Share experiences .Solve problems & Encourage .Empathy 6 Wisdom .Gather from all Interfaces, experiences, thoughts, & memories and then analyze them .Ethical decisions; Looking for potentially good outcomes .Process data into information, information to knowledge, & apply it to new situations .Applying what was learned to determine best decision TYPICAL 7-D eCommunications (continued) .Touch screens, mouse, Keyboard, IM .Tactile controls; Texting .eMessage; Remote mentor Group; eConferencing .Social eNetworks .Internet Search .eSoftware integration of interfaces, memory, logic, & processes helping the Brain to sort, memorize, or process information .eCourses; Interactive learning .eFAQs; eResearch; eBlogs, SoP .eReport: Status, Lessons Learned, Performance .eConferencing by SmartPhones .Applying consensus of Wisdom by eVote .Produce eText, eArt, audio/video, eCourses, presentations to share .eRecord text, audio, & video; eReport status .eMessaging; eMail; eBlogs .eConferencing; eSeminars .Social eNetworking (Facebook, Twitter, Linked-in, etc.) .eArchiving; ePublishing; eBibles .eIndexing of files; eWorksheets .eFAQ, eTOC; Webinar .Interactive personal Web Site & available downloads; eBooks; eTraining
7 To Tell .Brain shares sensory & physical experiences, memories, & ideas with others through voice, gestures, writing, & body language .Describing ideas, experiences, & the perceptions of the 5 senses .Give feedback
7 Teaching .Correlate & share experiences, disciplines, ideas, readings, & findings .Caring for organization, co-workers, neighbors & self by sharing & touching their lives .Socratic approach; Question & answer, FAQ; Ask questions before giving answers .Love & respect a Deity, Principles, & others .Teaching; Evangelizing an idea .Interactively share beliefs, understanding, knowledge, & wisdom
Exhibit 4: Correlating Typical 7-D eCommunications with the 7 Dimensions of Physical, Intellectual, and Human Spirit Interfaces and their Attributes
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References
Eysenck, Michael W., Keane, Mark (2000). Cognitive psychology: a student's handbook - (Fourth ed.). Philadelphia: Taylor & Francis Group, Psychology Press Ltd. Kozy, K. R. (2009). Project Management 7-D eCommunication Template. [Electronic Version] Retrieved 6 July 2011, from www.KenKozy.com Web-site: http://kenkozy.com/Template7DeCom.aspx Littau, P., Jujarfiri, N. J., & Adlbrecht, G. (2010). 25 Years of Stakeholder Theory in Project Management Literature (1984-2009). Project Management Journal, 41(4), 17-29. PMI. (2006). Government Extension to the PMBOK® Guide Third Edition. Newtown Square, PA: Project Management Institute. PMI. (2007). Construction Extension to the PMBOK® Guide Third Edition – (Second ed.). Newtown Square, PA: Project Management Institute. PMI. (2008). A guide to the project management body of knowledge (PMBOK® Guide) – (Fourth ed.). Newtown Square, PA: Project Management Institute. Young, Dona J. (2011). Eleven Steps to Instantly Improve Your Writing – Tips from an Incurable Editor. Portage, IN, USA: Writer’s Toolkit Publishing LLC
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Appendix A Short Example of a 7-D eCommunication By Kenneth R. Kozy, PMP, MBA, Green Belt – Lean Six Sigma
Introduction
With the advent of the eMail and SmartPhone eTexting, the question arises: are we communicating effectively with each other as Humans, or communicating ineffectively as computer-type personalities and “@-signers” of electronic (e) Communications? For example, you can communicate with me at my eMail address, [email protected], or at my eText address (same as my phone number). I assume the initiator of a communication is too far away or busy to speak one-on-one in person.
Examples
Efficient but cryptic eText Try to decipher this eText message: “kk r u go2 PMISIG meet fri? need lift. time imptnt. gr8. thx julia c.” (One possible translation: “Ken Kozy. Are you going to the PMI Special Interest Group meeting on Friday? I need a ride. Timing is important. Great. Thanks, Julia Child.”)
Effective 7-D eCommunication If Julia were alive today, she could have sent her message via eMail or eVideo from her computer or iPhone: “Hi Ken Kozy. Are you going to the PMI meeting this Friday? My cars are in the shop for repairs. I am supposed to bring some delicious refreshments to this meeting and to read my new cooking process article for your Special Interest group. Timing is essential as I will be baking my French biscuits and will want everyone to enjoy their fresh aromas. Would you be able to pick me so we can ride there together? Let me know when you or alternate would arrive at my Chicago home. Appreciate your help and quick reply. Regards to your project management group. Thanks, Julia Child.” Which message is more understandable, more effective, more efficient, or a more “Human to Human” eCommunication? Julia Child was our great American celebrity chef, television personality, and cookbook author. She would have called me on the phone to ask me directly to do her the same favor rather than by eText, eMailing, or eVideo. (I did not know Julia personally, but this message which I made up is a good example to use here.) At the end of this Appendix A is a 7-D eCommunication Template Tool that was used to analyze this message (eMail or eVideo) in the terms of the 21 Dimensions of Human Interfaces. Before you read that you should understand the explanation of the Dimensions that follows.
Objectives Question: If you really want to communicate an important message to another Human, why not utilize all of that person’s Human attributes to fully transmit your message’s meaning and to get their full attention? If you really did that, the other person would better focus on and understand the message you are communicating, take appropriate action, and respond to you. This is the objective if the message is presented one-on-one personally, or if the message is sent as an electronic Communication.
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Physical Interfaces I call these Human attributes: “Dimensions” or “Interfaces.” For example, almost everyone has these Human attributes, the 5 Basic Senses: ears to hear, eyes to see, nose to smell, mouth to taste, and sensors in your body to recognize touch. These senses communicate their information to your brain to be recognized and recorded in your memory to think, while the brain also allows you to tell others what was sensed. Since smell and taste are in your memory, you can call them up to consciousness just by referencing the scent or food (e.g. now think of a piece of hot apple pie). These Physical Interfaces (all in red) are the 7 Dimensions: to Hear, See, Smell, Taste, Touch, Think, and Tell. Usually, we learn about the 5 Basic Senses, thinking, and telling before school.
Intellectual Interfaces The Intellectual extensions (all in green) of the above Interfaces are equally powerful. You may hear many sounds in the room, but if you are focusing on my voice reading these words, you are listening and ignoring the other sounds. If you look up at me you will see many people and objects in your glance, but you will focus on me by watching me. If you smell the food or are intellectually “sniffing” or pondering these thoughts, you are focusing on them as well as discerning their scents or ideas. Certainly you are intellectually receiving these ideas into yourself, your memory, and focusing on them in a tasteful way, without prejudgment, much like you would taste new foods or drinks by opening your mouth. You focus to seek and reach out to understand something new, to be touched by new ideas - otherwise you would not be attentive so far. You are focused on learning what this is all about. When you tell us your reply about this reading, you will reveal yourself and what you believe you heard and understood. So, now you have recognized 7 more Human Dimensions, this time your own Intellectual Interfaces.
Mapping the Interfaces to each other Let’s summarize how the Physical maps to the Intellectual Interfaces: Hear maps to Listen, See maps to Watch, Smell maps to Discern, Taste maps to Receive, Touch maps to Seek, Think maps to Learn, and Tell maps to Reveal.
Interface Names Why use such simple terms for complex Human communication? “Keep it Simple” is my motto. Neuro psychologists have complex, extended, and more accurate terms they prefer to use. But my terms are simple and common – almost too common because their daily usage can be confusing. For example, if you say “I see” you could mean: you see with your eyes, you are looking at something, you understand it, or have knowledge of it. Not so in my discussion; you only see with your eyes, and you watch attentively with your eyes. Each one word Dimension has one specific meaning of the many listed in the common dictionaries. (See Exhibit 4 at www.KenKozy.com for these definitions.)
Human Spirit Interfaces Now let’s extend this concept to our Human Spirit Interfaces (all in blue). Depending upon your beliefs, the 7 Dimensions of Human Spirit Interfaces may be viewed as part of our humanity, human nature, or as spiritual gifts from God (Bible: Isaiah 11; 1-3). Cultures around the world differ in their definition of spirituality. However, all Human Interface information first flows through the brain. The Physical and Intellectual Interfaces are included in the explanation of the Human Spirit Interfaces below in order to show the continuum and mapping of relationships of the three categories of Interfaces across all your Dimensions of Human Interfaces. Here, we extend this concept to the 7 Dimensions of our Human Spirit Interfaces.
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First, by focusing on combinations of sounds, words, and meanings you can begin Understanding what you were Hearing and Listening to and what makes sense to your body, mind, spirit, environment, and world. Second, what you have Seen and focused on by Watching, you can place into your memory. Those memories from your personal Knowledge base of experiences and of Understanding. Third, just as a scent can be Smelled and Discerned, an idea needs to be intellectually identified and Discerned to discover if it is real or imaginary, true or false, and ethical or unethical. Now, you need Fortitude and have courage and strength to stand by what you have determined it to be – and to take proper, logical action. Fourth, to Receive a new food or drink in order to Taste it implies you are Open to try new tastes. You need Openness to be receptive to new ideas, explore these ideas, consider them, and evaluate them, to get a taste of the new ideas and experiences. Fifth, to Touch tells you what is real, tangible, and tactile. Intellectually, you learn how to Seek people and ideas that can Touch yours and others’ lives. You can affect others’ lives by sharing your experiences or encouraging them when they Seek your advice. Thus, your Mentoring affects others by counseling them, advising them, and caring about them. Sixth, to Think about experiences and ideas that are Learned can result in Wisdom by applying your learning to new situations and future actions. Also, you can display your Wisdom of experiences and thoughts by applying your Knowledge and Understanding to future events or new combinations of experiences and ideas. Seventh, to Tell your experiences and Reveal what you know and who you are may allow you to Teach this information to others and to share these ideas so others can benefit from them as well.
7-D eCommunication Definition A 7-D eCommunication is an electronic composition that is designed to impact the other person’s 7 Dimensions of Physical Interfaces, 7 Dimensions of Intellectual Interfaces, and 7 Dimensions of Human Spirit Interfaces in order to communicate information in an effective and efficient manner. This concept can be summarized into a graphic that better shows the multi-media interrelationships of a 7-D eCommunication: 7 Dimensions of 7 Dimensions of 7 Dimensions of Physical Intellectual Human Spirit Interfaces to Interfaces to Interfaces ---------- > 1 Hear------------------- > 1 Listen ---------------- > 1 Understanding ---------- > 2 See -------------------- > 2 Watch ---------------- > 2 Knowledge ---------- > 3 Smell ----------------- > 3 Discern -------------- > 3 Fortitude ---------- > 4 Taste ----------------- > 4 Receive -------------- > 4 Openness ---------- > 5 Touch ---------------- > 5 Seek ------------------ > 5 Mentoring ---------- > 6 Think ----------------- > 6 Learn ----------------- > 6 Wisdom ---------- > 7 Tell -------------------- > 7 Reveal --------------- > 7 Teaching
7-D eCommunication
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Template Tool Think about a really great movie you saw (perhaps “The Blind Side”), a really good book you just read, or a practical Project Management article or case study you studied. If you analyze them you may find they tell you beautiful human-interest story that impacted your Dimensions of Human Interfaces. If someone gives a presentation that impacts you profoundly, analyze how many of your 3 groups (totaling 21 Human Interfaces) were impacted. You will find a Template Tool and Examples at www.KenKozy.com useful in your analysis.
To Do Maybe you already do this, but in your next communication to others of a very important message, you now may want to try composing it to impact as many of their 21 Human Interfaces as possible. You may want to use the Template Tool as a guide. Then, see if the recipient will focus better on the communication, remember it, think about it, acknowledge it, view it as important, share it with others, give feedback, and take action. Emotions are not affected until a person’s Human Interfaces are impacted.
Summary Not every eCommunication should be 7 Dimensional – just those that are very important. “r u ok w/ 7 d com?” Or, would you prefer receiving a 7-D eCommunication personal eVideo message from Julia on your SmartPhone or computer like the one that is scripted above in this Appendix A? Communicating in 7 Dimensions can be creative, exciting, fun, and effective!
Analysis of 7-D eCommunication Message Example:
Here is an analysis of the above 7-D eCommunication Message Example utilizing a Template Tool. The assumption is that this Message was sent to the recipient via eVideo from a SmartPhone or PC with camera and audio. Immediately following the Template Tool example is a blank Template Tool which could be used when composing or analyzing your next 7-D eCommunication. 7-D eCommunication Message Example “Hi Ken Kozy. Are you going to the Write-On Club meeting this Friday? My cars are in the shop for repairs. I am supposed to bring some delicious refreshments to this meeting and to read my new cooking article for your Writers group. Timing is essential as I will be baking my French biscuits and will want everyone to enjoy their fresh aromas. Would you be able to pick me so we can ride there together? Let me know when you or alternate would arrive at my Sun City home. Appreciate your help & quick reply. Regards to the Writers group. Thanks, Julia Child.”
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Template Tool for Mapping the Impact of your 7-D eCommunication to the 7 Dimensions of Physical, Intellectual, and Human Spirit Interfaces
From Communication Plan for Project: eVideo Request for Ride Audience: Writers
7-D eCommunication type: eVideo Below, enter notes on content Record audio/eVideo message; send via iPhone Record eVideo; send via iPhone Mention aroma of hot biscuits to be provided Mention refreshments to be provided Warm smile on eVideo & personalize greeting; send to SmartPhone or PC via eVideo or eMail Ask for thoughtful decision to pick up Julia to take to meeting; ask for time of pickup Ask for reply from Ken, the recipient Personally direct message to Ken; clearly ask for pickup & schedule Record eVideo on self-directed camera on iPhone or PC; show more than talking head Clearly ask for ride with enough room in car for refreshments & biscuits Remind Ken that Julia is speaker at meeting and providing refreshments and why ride is needed Ask for reply on request & space needed; where to pickup; why time is essential Specify why pickup needed – cars in repair; use personal but quick hi-tech eVideo Express appreciation for ride, help, & quick reply; show face so Ken can recognize Julia Specify: who, what, where, when, & why; how best to proceed; may need alternate driver Ask for schedule for pickup in order to time baking of biscuits Ask for Ken or alternate to pickup Julia; club’s & Ken’s responsibility; request quick reply Gracious request direct from Julia; reasonable to direct to Ken & club Seek empathy from Ken as cars are in repair; allow Ken to help solve problem Ask Ken for alternate if he cannot pickup; Ken’s experience of alternate solutions to schedule ride Expect quick reply; share why timing essential; teach via Article prepared for meeting
Enter Impact on the 7 Dimensions of Interfaces: Physical, Intellectual, & Human Spirit 1 To Hear: Hear speaker’s voice on phone or PC 2 To See: See speaker’s face on phone or PC 3 To Smell: Memory of prior scents of hot fresh baked biscuits; From past experience 4 To Taste: Memory of prior tasting of Julia’s refreshments; From past experience 5 To Touch: Julia’s smile & greeting touch your heart; Touch phone or PC to get message 6 To Think: Above senses relate info to brain to integrate into memory, ideas, & decision making 7 To Tell: Reply to Julia’s request; tell group 1 To Listen: Focus on what Julia is saying in message while ignoring other sounds heard 2 To Watch: Focus on Julia speaking, gesturing, & moving hands 3 To Discern: Differentiate memories of food; Check schedule & space to pick up Julia & food 4 To Receive: Receive, do not ignore, anything said; No interference; Why pickup needed 5 To Seek: Return call; ask address, best time, & space needed in car for food; Seeked Ken 6 To Learn: eVideo is new way to communicate effectively; ascertained why pickup needed 7 To Reveal: Reply to share your generosity of time to pick up; notify group 1 Understanding: Analyze what was said; respond to Julia with pick up time, etc. 2 Knowledge: Put time into schedule for pickup & into memory; remember eVideo experience 3 Fortitude: If cannot pick her up, get substitute and tell her; else, respond & be there on time 4 Openness: Open self to different ideas & people; openness to eVideo communications 5 Mentoring: Help Julia; solve transport problem; empathy with her dilemma 6 Wisdom: Apply Understanding & Knowledge to solve; if cannot pickup, call others to do it 7 Teaching: Show care for guest’s dilemma; get specifics of time & address then share details
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Template Tool for Mapping the Impact of your 7-D eCommunication to the 7 Dimensions of Physical, Intellectual, and Human Spirit Interfaces
From Communication Plan for Project:_____________ Audience: __________________
7-D eCommunication type: _____________ Below, enter notes on content
Enter Impact on the 7 Dimensions of Interfaces: Physical, Intellectual, & Human Spirit 1 To Hear: 2 To See: 3 To Smell: 4 To Taste: 5 To Touch: 6 To Think: 7 To Tell: 1 To Listen: 2 To Watch: 3 To Discern: 4 To Receive: 5 To Seek: 6 To Learn: 7 To Reveal: 1 Understanding: 2 Knowledge: 3 Fortitude: 4 Openness: 5 Mentoring: 6 Wisdom: 7 Teaching:
Note: Formatted blank Template Tool is also available at www.KenKozy.com
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Endnotes:
i
(PMI, 2008, p 243-271) (PMI, 2008, p 243) iii (PMI, 2008, p 419) iv (PMI, 2008, p 450) v (PMI, 2008, p 251) vi (PMI, 2008, p 252) vii (PMI, 2008, p 257) viii (PMI, 2008, p 32-33, p 253) ix (Project Management Journal, September 2010, p 29)
ii
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doc_644253547.pdf
An electronic communication network (ECN) is a financial term for a type of computer system that facilitates trading of financial products outside of stock exchanges. The primary products that are traded on ECNs are stocks and currencies.
Using 7-D eCommunications to Improve Project eCommunications by Impacting Stakeholders’ Human Interfaces
By Kenneth R. Kozy, PMP, MBA, Green Belt – Lean Six Sigma
Introduction
Is your goal to send your Project Stakeholders electronic communications (eCommunications) that are clear, understandable, effective, and efficient, and that affect your recipients more profoundly? To achieve this goal, you can use 7 Dimensional eCommunications (7-D eCommunications). They have the capability to impact Project Stakeholders’ 7 Dimensions of Physical Interfaces, 7 Dimensions of Intellectual Interfaces, and 7 Dimensions of Human Spirit Interfaces. The more Dimensions of Stakeholders’ Human Interfaces that are impacted, the more likely the recipients will focus on the communication, view it as a priority, remember it, think about it, acknowledge it, share it with others, send feedback, and take action. This Article defines the concept of 7-D eCommunication and explains all 21 Human Interfaces, gives examples, provides a useful Template Tool, and challenges the reader with an Exercise to create a 7-D eCommunication in order to apply the principles learned to impact Stakeholders.
We have all experienced the problem in which some Project eCommunications to Stakeholders are vague, ineffective, incomplete, confusing, or lack impact.
Critical importance of Stakeholder Communications to the Project Manager
The Project Management Institute (PMI®) has published “A Guide to the Project Management Body of Knowledge (PMBOK® Guide)” wherein Chapter 10i focuses on Project Communications Management regarding Stakeholders. Two key points made by that document are: 1. Project Managers spend the majority of their time communicatingii, and 2. Communication is one of the biggest reasons for project success or failure; effective communication is essential.iii
Solution: 7-D eCommunications
A 7-D eCommunication is a Plan Communications Tool and Technique used to impact the Project Stakeholders’ 7 Dimensions of Physical Interfaces, 7 Dimensions of Intellectual Interfaces, and 7 Dimensions of Human Spirit Interfaces in order to communicate information in an effective and efficient manner. Examples of 7-D eCommunication Tools include: eMail, eAudio, eVideo, eBook, and eWebCast (Exhibit 4). You can use these 7-D eTools with your critically important message content to impact all 21 Dimensions of Human Interfaces of your Stakeholders that are listed in Exhibit 1 below.
Problem Statement
In today’s fast-paced and cost-conscious global Projects, many of your Stakeholders are in distant locations and different countries. As a result, physical face-to-face communications becomes impractical and quality electronic communications (eCommunications) become even more critical.
7-D eCommunication
7 Dimensions of 7 Dimensions of 7 Dimensions of Physical Intellectual Human Spirit Interfaces to Interfaces to Interfaces ---------- > 1 Hear------------------- > 1 Listen ---------------- > 1 Understanding ---------- > 2 See -------------------- > 2 Watch ---------------- > 2 Knowledge ---------- > 3 Smell ----------------- > 3 Discern -------------- > 3 Fortitude ---------- > 4 Taste ----------------- > 4 Receive -------------- > 4 Openness ---------- > 5 Touch ---------------- > 5 Seek ------------------ > 5 Mentoring ---------- > 6 Think ----------------- > 6 Learn ----------------- > 6 Wisdom ---------- > 7 Tell -------------------- > 7 Reveal --------------- > 7 Teaching
Exhibit 1: 7-D eCommunications impact the 7 Dimensions of Physical Interfaces, the 7 Dimensions of Intellectual Interfaces, and the 7 Dimensions of Human Spirit Interfaces
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Legend for Exhibit 1
The 21 Human Interfaces are divided into 3 groups of 7 Interfaces each and are color-coded in bold italics: Physical are red, Intellectual are green, and Human Spirit are blue. ? The names of the Interfaces are based upon definitions in standard dictionaries (see Exhibit 4 “Attributes). ? The 7 Physical Interfaces can map to each of the 7 Intellectual Interfaces in a one-to-one relationship. If a Physical Interface is disabled to any degree, other relationships could become one-to-many. ? The 7 Intellectual and 7 Human Spirit Interfaces correspond with one-to-many relationships: for example, “Understanding” may be the outcome of any one of the Intellectual Interfaces, while “Knowledge” may be the outcome of any of the Intellectual Interfaces as well as an outcome of “Understanding.” Human interfaces can be very complex. ? To help them quickly understand a complex message or idea – physically, intellectually, and What are Human Interfaces and Dimensions? spiritually. In this Paper, each Human Interface is considered a ? To encourage them to comment, to give Dimension of the 7 Dimensions of Physical feedback, to act, and to share their ideas and Interfaces, the 7 Dimensions of Intellectual feelings. Interfaces, or the 7 Dimensions of Human Spirit ? To communicate important Project information Interfaces. A Human Interface is a point of impact of effectively and efficiently by impacting as many a 7-D eCommunication with a Human Attribute. Human Interfaces of your Stakeholders as Examples: possible so they can buy into the Project’s 1) eMail that impacts the Human Interface to See as successful outcome, the Stakeholder reads the electronic message and graphics. Examples and useful Template Tool to help 2) An audio file attachment to an eMail that you use 7-D eCommunications impacts the Interfaces of the Stakeholder to Hear, Listen, and Understand. By now you may be anxious to view and experience a 7-D eCommunication. A quick “Short Example of We humans are complex and have many Interfaces; a 7-D eCommunication is given in the attached this Paper does not include a complete list of all “Appendix A.” It is a general example for quick possible Human Interfaces. However, all people understanding, not a Project Management example. share the three categories of Human Interfaces that are included (Physical, Intellectual, and Human If you choose to go to “Appendix A” now, remember Spirit). The three categories of Human Interfaces are to return to this section to continue to understand the based upon the five Basic Physical Senses (To Hear, definitions of this 7-D eCommunication concept. See, Smell, Taste, and Touch) plus the two Interfaces that integrate the sensory input into the If you choose to continue reading here you will learn brain to Think, and then allow you to Tell this more about application to Project Stakeholder information to others. eCommunications. There a Project Management example shown: “Exhibit 2: Example of a 7-D All Human Interface information flows through the eCommunication that can impact Stakeholders’ 7 brain. Other groupings of Interfaces and Typologies Dimensions of Physical, Intellectual, and Human of people are possible. These three categories of Spirit Interfaces.” A Template Tool is presented in Interfaces are defined here specifically for electronic Exhibit 3 that maps the impacts of the Project Communications to Project Stakeholders and focus Management 7-D eCommunication to the 21 Human on critical impact points for human-to-human Dimensions of your Stakeholders. eCommunication. Finally, as a Project Manager you may decide to What are the Benefits of using 7-D apply these tools to improve your Project “Soft eCommunications for your Stakeholders? Skills” using the Exercise included at the end of this Article. ? To engage them completely and to focus their attention on your message in spite of competing Additional examples can be found at priorities. www.KenKozy.com. ?
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Truth and Emotions
The message content of a 7-D eCommunication may contain truth or lies, be positive or negative, be for your good or the sender’s greed, and be factual or emotionally charged. How the message content affects the Stakeholders’ emotions first depends upon the ability of the 7-D eCommunication to impact the Stakeholder’s 21 Dimensions of Human Interfaces. Different emotions may lay behind each person’s Interfaces, but none will be affected unless those Interfaces are impacted by the eCommunication. Emotions and pre-judgments may act as filters to each of the Interfaces and can dampen or amplify the impacts. The recipient can control their behavior and emotional responses, and therefore change the amount of filtering. Finally, it is up to the Stakeholders to determine the truth of the message: 1. to accept and use it productively, or 2. to have the fortitude to challenge any false statements in the message via replies and reactions.
cultures of the Stakeholders need to be considered. A 7-D eCommunication is a Plan Communications Tool and Technique to communicate more effectively and efficiently with Stakeholders. “A communication plan allows the project manager to document the approach to communicate most efficiently and effectively with stakeholders. Effective communication means that the information is provided in the right format, at the right time, and with the right impact. Efficient communication means providing only the information that is needed.”vi The Communication Management Plan should also include the following: constraints, guidelines, and templates for project status meetings, team meetings, eMeetings, eMail, and a Project website.vii By accomplishing the above criteria you can add a list and examples of 7-D eCommunication to your Organization Process Assets.viii
Typical 7-D eCommunications
An eMail is a prevalent eCommunication tool and is an easy-to-use 7-D eCommunication Tool. A multimedia eMail is included in this Paper as an example to describe how each of the 21 Dimensions of Human Interfaces can be impacted (see Exhibit 2). This special type of eMail applies a number of embedded links or file eAttachments (audio files, video files, digital photo files, and eLinks). Other types of 7-D eCommunications may be used to accomplish this same objective and some are listed in the fourth column, “Typical 7-D eCommunication” (see Exhibit 4: Correlating Typical 7-D eCommunications with the 7 Dimensions of Physical, Intellectual, and Human Spirit Interfaces and their Attributes). An Attribute is a characteristic of an Interface. Each Human Interface is explained and an example is provided in the following text.
PMBOK® Guide and How the 7-D eCommunication Concept Maps to It
“Stakeholder: Person or organization (e.g. customer, sponsor, performing organization, or the public) that is actively involved in the project, or whose interests may be positively or negatively affected by execution or completion of the project. A stakeholder may also exert influence over the project and its deliverables.”iv Once all the Project’s Stakeholders are identified, the process (called Plan Communications) determines the Stakeholder information needs and defines a communication approach.v Differences in the
Physical Interfaces
Sometimes, one of the basic senses can bring about an immediate reaction from different parts of your body seemingly before you can consciously “think” about what is happening. For example: hearing a loud screaming siren, you cover your ears; seeing a dangerous object headed toward you or touching a flame, you pull away, and so forth. However, all such reactions still notify the brain. To their credit, people with disabilities who are not able to use a body part or attribute listed in the 5 basic human senses, are able to substitute for that loss via modern technology. For example, people who have low or no vision may utilize an electronic screen reader on their computers which reads and speaks (using synthesized sound) whatever the textual contents of their computer screens are.
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7 Dimensions of Physical Interfaces
1) You use your ears to Hear the input of sounds, words, music, or silence. 2) You use your eyes to See the input of light, color, objects, and people all around you, as well as to read. 3) You use your nose to Smell scents of different types – some scents may smell pleasant, neutral, or foul. 4) You use your mouth’s taste bud receptors to Taste pleasing, bland, or spoiled food and drink. 5) You use body parts to Touch and identify temperature differences, objects, and people to tactilely explain your environment.
6) You use your brain to Think in order to integrate the sensory information from the 5 senses: to collect, organize, remember, share, or take action based upon the informational signals from your Interfaces. Even when the body reacts to danger seemingly before you can give conscious thought to it, your brain will remember the event so you can consciously avoid it in the future. Ideas are initiated for the body to act upon. 7) You use your brain, voice, and other body parts to Tell your experiences, ideas, sensory information, and memory to others, and to give feedback.
Intellectual Interfaces
The 7 Physical Interfaces can map to each of the 7 Intellectual Interfaces on a one-to-one basis with the brain determining the focus of the Interfaces.
7 Dimensions of Intellectual Interfaces
1) Your ears Hear hundreds of sounds, but to selectively Listen to certain sounds and their content, tone, and other characteristics requires you to focus and interpret them to determine their meaning. 2) Your eyes may See hundreds of objects in one momentary sighting, but to selectively Watch a few selected objects of importance in your field of vision require you to focus, interpret, and determine their relevance. 3) Your nose may Smell many scents, but to Discern them means you must focus on one or more scents to intelligently interpret and discriminate among what may be pleasing or potentially dangerous. Likewise, you intellectually begin to Discern among resulting ideas and actions.
4) Your mouth may Taste many flavors, but you have to consciously allow yourself to Receive novel foods and drinks to focus on their qualities. Likewise, you intellectually become more receptive to receive different ideas. 5) Your body parts allow you to Touch objects and others so that you can focus, realize, and recognize them. Now intellectually, you begin to Seek and recognize yours and others’ ideas and to search for new ideas. 6) To Learn, you Think about, organize, and apply physical experiences and the results of the actions you have taken. Intellectually, you now include the results of realized ideas, news, experiences, and actions. 7) Finally, you are able to Reveal ideas, news, experiences, feedback, and actions about yourself or others that your senses can Tell to you or that were newly realized in your brain.
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Human Spirit Interfaces
Depending upon your beliefs, the 7 Dimensions of Human Spirit Interfaces may be viewed as part of our humanity, human nature, or as spiritual gifts from God. Cultures around the world differ in their definition of spirituality. However, all Human Interface information flows through the brain. The Physical and Intellectual Interfaces are included in the explanation of the Human Spirit Interfaces below to show the continuum of relationships of the three categories of Interfaces across the 21 Dimensions of Human Interfaces. and evaluate them – to get a taste of the novel ideas and receive experiences. 5) To Touch tells you what is real, tangible, and tactile. Intellectually, you learn how to Seek people and ideas that can affect you and others. You can affect others’ lives by encouraging them or comforting their hurt feelings. Thus, your Mentoring touches lives by counseling them, advising them, and caring about them. 6) To Think about experiences and ideas that are Learned can result in Wisdom by applying these learnings to new situations and future actions. Also, you can display your Wisdom of experiences and thoughts by applying your Knowledge and Understanding to future events or new combinations of experiences and ideas. 7) To Tell your experiences and Reveal what you know and who you are may allow you to Teach this information to others and to share these ideas so others can benefit from them as well.
7 Dimensions of Human Spirit Interfaces
1) By focusing on combinations of sounds, words, and meanings you can begin Understanding what you were Hearing and Listening to and what makes sense to your body, mind, spirit, environment, and world. 2) What you have Seen and focused on by Watching, you can place into your memory. Those memories form your personal Knowledge base of experiences and of Understandings. 3) Just as a scent can be Smelled and Discerned, an idea needs to be identified and Discerned to discover if it is real or imaginary, true or false, and ethical or unethical. Now, you need Fortitude and have courage and strength to stand by what you have determined it to be – and to take the proper action. 4) To Receive a new food or drink in order to Taste it implies you are Open to try new tastes, foods or drink. You need Openness to be receptive to new ideas, explore these ideas, consider them,
Example: PM 7-D eCommunication eMail Impacts all 21 Dimensions of Human Interfaces
How can you map your eCommunication to the 21 Dimensions of Human Interfaces and quickly develop a 7-D eCommunication? A Template Tool has been developed to help you plan your communication’s content so that you can impact the Human Interfaces. See Exhibit 3. Using phrases or notes, enter your message’s content/ideas in the first column on the row corresponding to the Interface it impacts. Then enter a brief comment in the second column of how the content/idea impacts that Interface. You will be able to see how many Interfaces you have impacted. Next, try to impact more Interfaces to maximize your message’s objectives. As a demonstration of how all 21 Dimensions of Human Interfaces can be impacted with a 7-D eCommunication, Exhibit 2 shows a sample eMail from a PM to Project Stakeholders. This personalized meeting invitation asks each individual to join the Project Requirements Analyst and Team to review Final Requirements and Expectations previously provided by the Stakeholder’s Department. See the Template Tool, Exhibit 3, which was used to prepare the final eMail content and to track impacts (these entries are in color) to the 21 Dimensions of Human Interfaces. A sample eMail is shown on the next page.
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Sample 7-D eCommunication eMail sent by PM John Chang to Paula Lopez: From: John Chang, P.M.P., PMO Department To: Paula Lopez, Director, Accounting Department Subject: Invitation to Review Final Inventory Project Requirements of your Accounting Department Hi Paula – Thanks for your co-operation by being an “Inventory Project” Stakeholder and supplying us with your Accounting Department’s requirements. Now we need to meet in person or via eConferencing with you and anyone you choose from your Department to be sure we have correctly understood and interpreted your Department’s requirements and to gain your approval before Project execution. ? ? ? When: Choose a few days over the next 2 weeks that you all have available for a 2 hour afternoon meeting for this review. We will immediately confirm one of those dates with you. Who: You may invite anyone from your Department who can review and approve the final specifications at this meeting. Our experienced Project Requirement Analyst, relevant Project Team Members, and I will also attend this important meeting. Where: Large Conference Room A, next to the main cafeteria. (Attendees in person will enjoy a free coffee-tea-pop break with delicious snacks, ice cream, and Emeril’s warm, homemade cookies at the meeting’s midpoint.) If someone cannot attend in person, our meeting will be available via 2-way video and audio format on their remote computers using our eConferencing Network. Send me their eMail addresses so I can send the connection information to them. What: The Project requirements which your Department had shared with us will be presented in the standard organizational electronic and printed formats as well as in an electronic PowerPoint Presentation. By end of the meeting we will need your Department’s official approval of the finalized specification forms and of any Lists of Differences or Changes. Why: We need your approval of the final specifications at this meeting. Afterwards, our Project Team will begin final planning and scheduling for the Project and commence execution.
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Please click on this <Link-to-hear-VP-of-Operations> who discusses the importance of this Project to expand our organization and its benefits to our customers. Pass this link along to those you plan to invite to attend. For your convenience we have set up a Project web site so you can review the Project Mission, Goals, your Approved Requirements, Schedule, and Progress by clicking this link: <Inventory-Project-Site>. Please click: <eVideo-of-several-of-the-other-Project-Stakeholders> - to see our peers who have shared their viewpoints and endorsements for the success of this Project. Next Steps: By Friday, please respond to these questions with your selections: 1 Possible dates and times of the meeting for your Department’s review of Requirements? 2 Who will be attending the meeting in-person or on-line? 3 Who in attendance has your Department’s authority to sign-off on the final requirement documents? Please call me as soon as possible if you have any questions or concerns. Thank you for your help. John Chang, P.M.P., Project Manager, Bldg: 9-11, Tel: 1-987-654-3210
Exhibit 2: Example of a 7-D eCommunication that can impact Stakeholders’ 7 Dimensions of Physical, Intellectual, and Human Spirit Interfaces
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Template Tool Analysis of eMail sent by John Chang to Paula Lopez: From Communication Plan for: INVENTORY PROJECT Audience: EACH STAKEHOLDER 7-D eCommunication type: eMail with Links Impacts on the 7 Dimensions of Interfaces: Physical, Intellectual, and Human Spirit Enter notes on content below 1 To Hear: linked audio file of exec endorsement VP Operations audio re: importance of Project 2 To See: visual eMail; linked eVideo file of Send text eMail with links; Stakeholder eVideo re: need for Project’s success & endorsements Stakeholder peers endorsing the Project 3 To Smell: memory recall of scent Warm gourmet Cookies 4 To Taste: memory recall of taste Delicious refreshments 5 To Touch: mouse click to link to files; reply eMail Click A/V links; transfer to Project web site 6 To Think: who to invite based on senses above Choose who to attend & make decisions 7 To Tell: invite others & tell them info sent by PM; Follow Next Steps; contact department’s authorized signers, and others to attend invite to give feedback 1 To Listen: focus on org & customer benefits VP Operations as to why Project is important 2 To Watch: observe Stakeholder peers on web Stakeholders need to work for success of this Project; endorsements site and their sincerity; reasons to support Project 3 To Discern: pick right review people to sign off Who to ask to attend; what requirements are 4 To Receive: thanks; requirements in final Thanks; invite to meeting with Project Team in non-threatening, neutral, and friendly environment standard format that Project Team will deliver 5 To Seek: search for Dept. people who know Contact others in Department to attend; to meet Project Team needs & have authority to approve 6 To Learn: acquire info re organization-wide Project Mission, approval process, Project Team’s interpretation of Department’s requirements needs, Department’s needs, and Project approach 7 To Reveal: feedback of needs & expectations of How meeting will be scheduled and contents; Departmental expectations for Project department; confirmation; meeting contents 1 Understanding: analyze Project Team’s Verify that Stakeholder requirements and their expectations are the same as the Project Team ’s; interpretation of Dept. needs and meaning of they listened to what was said specifications before execution; endorsements 2 Knowledge: map needs to Project goals and Results of previous Stakeholder requirement meetings; map needs & Mission; test truth & needs specs recorded from Stakeholder meetings 3 Fortitude: courage to approve and, if needed, Sign off needed to confirm that requirements and expectations are the same; Some differences state misunderstandings & changes needed allowed for by List of Changes 4 Openness: be available to good advice, diverse Project Team does not pre-judge requirements – they are what Stakeholders said they need opinions, changes, & new experiences 5 Mentoring: being involved with others; confiding Discuss any differences or changes and solutions if needed; advise on expectations & solving problems or differences on requirements 6 Wisdom: application of experiences & knowledge Analysis based upon info, knowledge, & experience of Team to apply what was learned to to new processes; Forms, PowerPoint, and Mission this application; gathered all requirements of org shows how all requirement of org come together 7 Teaching: encouraging Dept. to become involved Share what was learned, respecting Stakeholders info and needs; allow Q&A to refine points or with approval of requirements, get buy-in, & how to changes; share schedule and status follow progress of project and their specifications
Exhibit 3: Template Tool for Mapping the Impact of Sample 7-D eCommunication to the 7 Dimensions of Physical, Intellectual, and Human Spirit Interfaces
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Summary
Not every eCommunication needs to impact all of the 21 Dimensions of Human Interfaces
Some daily eCommunications may only need to be simple reminders or direct, brief, and factual responses to questions from Stakeholders to be efficient. However, important and vital eCommunications should impact as many Human Interfaces as possible to be effective, The Template Tool may be used before drafting the message, or after completing the first draft in order to improve or add elements to increase impact of the final message. Cultural differences also need to be considered. Even definitions of a “Stakeholder” differ as recorded in the international journals for Project Management.ix
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7 Dimensions of Physical Interfaces – Impact Guidelines
? If you want to send an eCommunication to a person regarding an activity so that the person is engaged by the message, then primarily impact Physical Interfaces. Examples: 1) An eMail invitation to a luncheon meeting containing the basic information: who, what, where when, why, menu selections, how to get there, and how to give feedback or to reply with questions. 2) A game product sales presentation to customers shown in a “4-D” theater that combines a 3-D eMovie with physical effects (e.g. vibration, wind, scents, rain, motion, laser lights, and surround sound) to occur in sync.
If you want to send an eCommunication that moves your recipient into action physically, intellectually, and spiritually, then impact all 21 Physical, Intellectual, and Human Spirit Interfaces. Examples: 1) An audio/video ePresentation given by a live speaker at a PMI chapter dinner meeting which is interactive with the audience. 2) An eMail invitation with a Microsoft Outlook appointment request (including audio and video attachments of endorsements from top management) sent to Project Stakeholders to join the Project Team for a Project Kickoff luncheon meeting to explain: Project’s company-wide mission, all Stakeholder requirements and benefits, and the need for involvement and action by these Stakeholders and their departments for Project success. 3) Remotely located church groups holding an online shared eBible-Study with interactive discussions while having a “Cake and Coffee” break planned during their session.
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Exercise: Invite Stakeholders to a Project Kickoff Meeting using a 7-D eCommunication
To apply what you have learned, write a 7-D eCommunication eMail to invite Stakeholders to a local Project Kickoff Meeting for one of your new Projects. Budget is no problem; use multi-media as needed. Design it to impact as many of the 21 Dimensions of Human Interfaces as possible. It is not complicated – just apply the Template Tool shown in Exhibit 3. (A blank Template Tool is available at: www.KenKozy.com – click on Tab “2011 7-D eCom.”) Next, compare your completed work: download an example demonstrating maximum impact on Stakeholders for this Exercise also at www.KenKozy.com clicking on Tab “2011 7-D eCom.” Compare what you wrote to the Exercise example shown – learning from any differences. FAQs and examples are also available at the web site. The more practice and experience you get using this Plan Communication Process, the easier it will be for you to utilize 7-D Electronic Media to make your next major Stakeholder eCommunication more efficient and effective.
7 Dimensions of Intellectual Interfaces – Impact Guidelines
? If you want to send an eCommunication so that the recipient is fully focused physically and mentally on the eCommunication, then primarily impact Physical and Intellectual Interfaces. Examples: 1) An audio/video interview from a remote site with no audience interaction. 2) A training DVD repeating food preparation steps to refresh the memory of a chef.
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7 Dimensions of Human Spirit Interfaces – Impact Guidelines
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Table for Utilizing 7-D eCommunications PHYSICAL INTERFACES .Some Attributes 1 To Hear .Ears to hear .Hearing all sounds at location or from an audio recording 2 To See .Eyes to see .Viewing full field of vision at a location or on a screen INTELLECTUAL INTERFACES .Some Attributes 1 To Listen .Focus on specific sounds .Interpret meanings, tone, clarity, voice, context .Active Listening HUMAN SPIRIT INTERFACES .Some Attributes 1 Understanding .Analyze data, facts, & Information in memory .Repeat or write .Control emotions; Focus on words, events, & meaning .Interpretation of reality; Empathy 2 Knowledge .Experience event & convert it to memory or electronic storage .Useful Info; Expected results; Deviations .Results of scientific observation .Map people to subject & event .Compare & relate to other experiences, people, & events .Test relevance, truth, & reality 3 Fortitude .Strength to follow beliefs .Endurance & courage to pursue truth & ethical decision making .Moral strength; Differences are ok .Take action against lies & slander .Perception 4 Openness .Available to good advice, different ideas & people; .Diversity .Humility, piety, selflessness .No pre-judgment of ideas or people .Make self available to experiences TYPICAL 7-D eCommunications .eTools to impact Interfaces
.eMail & link/attach audio eFiles; Audio eBook; Music CD/DVD .eScan & convert text or screen display to audio sound to hear .eSpeech processor software; eRecord .eMail & link/attach video, photos with sound .Social eNetworking (Facebook, Twitter, Linked-in, etc.) .Search results; Project Website contents .Word Processor, OneNote, Excel, ePowerPoint, Project software .Descriptive Video Services .eResearch, eEncyclopedia .eConferencing, eBooks .eKnowledge Mgmt DB .Provoke memory of Scent in eMail & links; “4-D” Movie .eBlog of beliefs & opinions .eReports of analysis & findings .eAlerts re untruths & Scams
3 To Smell .Nose to smell scents .Smelling all scents at a location
4 To Taste .Mouth’s taste buds to test & savor what is eaten & drank .Tasting everything in mouth & on tongue
2 To Watch .Focus on specific subject .Witnessing, a perception .Electronic real, uncut, unmodified event, with clear view .People movement, action .Reading, viewing .Observe gestures, Facial expressions and animation 3 To Discern .Focus on specific scent .Danger to avoid; Prefer security .Attracted to; Accepting .Reject false, untrue, misinformation .Mental “scent” of Ideas; Hunch 4 To Receive .Focus on specific taste .Taste of new foods, drinks, ideas, & concepts .Inviting; Open minded .Receiving ideas, people, & differences
.Provoke memory of food or beverage taste in extended eMail & links, eBook, eVideo .“4-D” Movie; Multidimensional experiences; RSS; eForums .Sensitivity training eBlog .eReference lists
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(Table Exhibit 4 Continued)
PHYSICAL INTERFACES (continued) 5 To Touch .Realization of the sense of touch .Touch as sensed by any body part 6 To Think .Brain integrates all the above sensory & mental Information into memory .Realization of inputs from the 5 senses .Formulates decisions INTELLECTUAL INTERFACES (continued) 5 To Seek .Focus on stimulus, event .Search; Ask, seek, knock .Contact; Interaction .Feelings, reach out, identify 6 To Learn .Focus on ideas, remember, use info acquired .Study subjects; Integrate the intellectual interfaces, new information & recollections .Map information to other thoughts & determine what is newly learned or re-enforced learning 7 To Reveal .Focus on & share identity, personal reactions, inner thoughts, feelings, & emotions .Share your memories of experiences & ideas .Translate your own experiences into outputs .Share new ideas & insight .Audience & Stakeholder feedback of their needs & message HUMAN SPIRIT INTERFACES (continued) 5 Mentoring .To advise & to be advised .To counsel & to console .Confiding; Share experiences .Solve problems & Encourage .Empathy 6 Wisdom .Gather from all Interfaces, experiences, thoughts, & memories and then analyze them .Ethical decisions; Looking for potentially good outcomes .Process data into information, information to knowledge, & apply it to new situations .Applying what was learned to determine best decision TYPICAL 7-D eCommunications (continued) .Touch screens, mouse, Keyboard, IM .Tactile controls; Texting .eMessage; Remote mentor Group; eConferencing .Social eNetworks .Internet Search .eSoftware integration of interfaces, memory, logic, & processes helping the Brain to sort, memorize, or process information .eCourses; Interactive learning .eFAQs; eResearch; eBlogs, SoP .eReport: Status, Lessons Learned, Performance .eConferencing by SmartPhones .Applying consensus of Wisdom by eVote .Produce eText, eArt, audio/video, eCourses, presentations to share .eRecord text, audio, & video; eReport status .eMessaging; eMail; eBlogs .eConferencing; eSeminars .Social eNetworking (Facebook, Twitter, Linked-in, etc.) .eArchiving; ePublishing; eBibles .eIndexing of files; eWorksheets .eFAQ, eTOC; Webinar .Interactive personal Web Site & available downloads; eBooks; eTraining
7 To Tell .Brain shares sensory & physical experiences, memories, & ideas with others through voice, gestures, writing, & body language .Describing ideas, experiences, & the perceptions of the 5 senses .Give feedback
7 Teaching .Correlate & share experiences, disciplines, ideas, readings, & findings .Caring for organization, co-workers, neighbors & self by sharing & touching their lives .Socratic approach; Question & answer, FAQ; Ask questions before giving answers .Love & respect a Deity, Principles, & others .Teaching; Evangelizing an idea .Interactively share beliefs, understanding, knowledge, & wisdom
Exhibit 4: Correlating Typical 7-D eCommunications with the 7 Dimensions of Physical, Intellectual, and Human Spirit Interfaces and their Attributes
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References
Eysenck, Michael W., Keane, Mark (2000). Cognitive psychology: a student's handbook - (Fourth ed.). Philadelphia: Taylor & Francis Group, Psychology Press Ltd. Kozy, K. R. (2009). Project Management 7-D eCommunication Template. [Electronic Version] Retrieved 6 July 2011, from www.KenKozy.com Web-site: http://kenkozy.com/Template7DeCom.aspx Littau, P., Jujarfiri, N. J., & Adlbrecht, G. (2010). 25 Years of Stakeholder Theory in Project Management Literature (1984-2009). Project Management Journal, 41(4), 17-29. PMI. (2006). Government Extension to the PMBOK® Guide Third Edition. Newtown Square, PA: Project Management Institute. PMI. (2007). Construction Extension to the PMBOK® Guide Third Edition – (Second ed.). Newtown Square, PA: Project Management Institute. PMI. (2008). A guide to the project management body of knowledge (PMBOK® Guide) – (Fourth ed.). Newtown Square, PA: Project Management Institute. Young, Dona J. (2011). Eleven Steps to Instantly Improve Your Writing – Tips from an Incurable Editor. Portage, IN, USA: Writer’s Toolkit Publishing LLC
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Appendix A Short Example of a 7-D eCommunication By Kenneth R. Kozy, PMP, MBA, Green Belt – Lean Six Sigma
Introduction
With the advent of the eMail and SmartPhone eTexting, the question arises: are we communicating effectively with each other as Humans, or communicating ineffectively as computer-type personalities and “@-signers” of electronic (e) Communications? For example, you can communicate with me at my eMail address, [email protected], or at my eText address (same as my phone number). I assume the initiator of a communication is too far away or busy to speak one-on-one in person.
Examples
Efficient but cryptic eText Try to decipher this eText message: “kk r u go2 PMISIG meet fri? need lift. time imptnt. gr8. thx julia c.” (One possible translation: “Ken Kozy. Are you going to the PMI Special Interest Group meeting on Friday? I need a ride. Timing is important. Great. Thanks, Julia Child.”)
Effective 7-D eCommunication If Julia were alive today, she could have sent her message via eMail or eVideo from her computer or iPhone: “Hi Ken Kozy. Are you going to the PMI meeting this Friday? My cars are in the shop for repairs. I am supposed to bring some delicious refreshments to this meeting and to read my new cooking process article for your Special Interest group. Timing is essential as I will be baking my French biscuits and will want everyone to enjoy their fresh aromas. Would you be able to pick me so we can ride there together? Let me know when you or alternate would arrive at my Chicago home. Appreciate your help and quick reply. Regards to your project management group. Thanks, Julia Child.” Which message is more understandable, more effective, more efficient, or a more “Human to Human” eCommunication? Julia Child was our great American celebrity chef, television personality, and cookbook author. She would have called me on the phone to ask me directly to do her the same favor rather than by eText, eMailing, or eVideo. (I did not know Julia personally, but this message which I made up is a good example to use here.) At the end of this Appendix A is a 7-D eCommunication Template Tool that was used to analyze this message (eMail or eVideo) in the terms of the 21 Dimensions of Human Interfaces. Before you read that you should understand the explanation of the Dimensions that follows.
Objectives Question: If you really want to communicate an important message to another Human, why not utilize all of that person’s Human attributes to fully transmit your message’s meaning and to get their full attention? If you really did that, the other person would better focus on and understand the message you are communicating, take appropriate action, and respond to you. This is the objective if the message is presented one-on-one personally, or if the message is sent as an electronic Communication.
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Physical Interfaces I call these Human attributes: “Dimensions” or “Interfaces.” For example, almost everyone has these Human attributes, the 5 Basic Senses: ears to hear, eyes to see, nose to smell, mouth to taste, and sensors in your body to recognize touch. These senses communicate their information to your brain to be recognized and recorded in your memory to think, while the brain also allows you to tell others what was sensed. Since smell and taste are in your memory, you can call them up to consciousness just by referencing the scent or food (e.g. now think of a piece of hot apple pie). These Physical Interfaces (all in red) are the 7 Dimensions: to Hear, See, Smell, Taste, Touch, Think, and Tell. Usually, we learn about the 5 Basic Senses, thinking, and telling before school.
Intellectual Interfaces The Intellectual extensions (all in green) of the above Interfaces are equally powerful. You may hear many sounds in the room, but if you are focusing on my voice reading these words, you are listening and ignoring the other sounds. If you look up at me you will see many people and objects in your glance, but you will focus on me by watching me. If you smell the food or are intellectually “sniffing” or pondering these thoughts, you are focusing on them as well as discerning their scents or ideas. Certainly you are intellectually receiving these ideas into yourself, your memory, and focusing on them in a tasteful way, without prejudgment, much like you would taste new foods or drinks by opening your mouth. You focus to seek and reach out to understand something new, to be touched by new ideas - otherwise you would not be attentive so far. You are focused on learning what this is all about. When you tell us your reply about this reading, you will reveal yourself and what you believe you heard and understood. So, now you have recognized 7 more Human Dimensions, this time your own Intellectual Interfaces.
Mapping the Interfaces to each other Let’s summarize how the Physical maps to the Intellectual Interfaces: Hear maps to Listen, See maps to Watch, Smell maps to Discern, Taste maps to Receive, Touch maps to Seek, Think maps to Learn, and Tell maps to Reveal.
Interface Names Why use such simple terms for complex Human communication? “Keep it Simple” is my motto. Neuro psychologists have complex, extended, and more accurate terms they prefer to use. But my terms are simple and common – almost too common because their daily usage can be confusing. For example, if you say “I see” you could mean: you see with your eyes, you are looking at something, you understand it, or have knowledge of it. Not so in my discussion; you only see with your eyes, and you watch attentively with your eyes. Each one word Dimension has one specific meaning of the many listed in the common dictionaries. (See Exhibit 4 at www.KenKozy.com for these definitions.)
Human Spirit Interfaces Now let’s extend this concept to our Human Spirit Interfaces (all in blue). Depending upon your beliefs, the 7 Dimensions of Human Spirit Interfaces may be viewed as part of our humanity, human nature, or as spiritual gifts from God (Bible: Isaiah 11; 1-3). Cultures around the world differ in their definition of spirituality. However, all Human Interface information first flows through the brain. The Physical and Intellectual Interfaces are included in the explanation of the Human Spirit Interfaces below in order to show the continuum and mapping of relationships of the three categories of Interfaces across all your Dimensions of Human Interfaces. Here, we extend this concept to the 7 Dimensions of our Human Spirit Interfaces.
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First, by focusing on combinations of sounds, words, and meanings you can begin Understanding what you were Hearing and Listening to and what makes sense to your body, mind, spirit, environment, and world. Second, what you have Seen and focused on by Watching, you can place into your memory. Those memories from your personal Knowledge base of experiences and of Understanding. Third, just as a scent can be Smelled and Discerned, an idea needs to be intellectually identified and Discerned to discover if it is real or imaginary, true or false, and ethical or unethical. Now, you need Fortitude and have courage and strength to stand by what you have determined it to be – and to take proper, logical action. Fourth, to Receive a new food or drink in order to Taste it implies you are Open to try new tastes. You need Openness to be receptive to new ideas, explore these ideas, consider them, and evaluate them, to get a taste of the new ideas and experiences. Fifth, to Touch tells you what is real, tangible, and tactile. Intellectually, you learn how to Seek people and ideas that can Touch yours and others’ lives. You can affect others’ lives by sharing your experiences or encouraging them when they Seek your advice. Thus, your Mentoring affects others by counseling them, advising them, and caring about them. Sixth, to Think about experiences and ideas that are Learned can result in Wisdom by applying your learning to new situations and future actions. Also, you can display your Wisdom of experiences and thoughts by applying your Knowledge and Understanding to future events or new combinations of experiences and ideas. Seventh, to Tell your experiences and Reveal what you know and who you are may allow you to Teach this information to others and to share these ideas so others can benefit from them as well.
7-D eCommunication Definition A 7-D eCommunication is an electronic composition that is designed to impact the other person’s 7 Dimensions of Physical Interfaces, 7 Dimensions of Intellectual Interfaces, and 7 Dimensions of Human Spirit Interfaces in order to communicate information in an effective and efficient manner. This concept can be summarized into a graphic that better shows the multi-media interrelationships of a 7-D eCommunication: 7 Dimensions of 7 Dimensions of 7 Dimensions of Physical Intellectual Human Spirit Interfaces to Interfaces to Interfaces ---------- > 1 Hear------------------- > 1 Listen ---------------- > 1 Understanding ---------- > 2 See -------------------- > 2 Watch ---------------- > 2 Knowledge ---------- > 3 Smell ----------------- > 3 Discern -------------- > 3 Fortitude ---------- > 4 Taste ----------------- > 4 Receive -------------- > 4 Openness ---------- > 5 Touch ---------------- > 5 Seek ------------------ > 5 Mentoring ---------- > 6 Think ----------------- > 6 Learn ----------------- > 6 Wisdom ---------- > 7 Tell -------------------- > 7 Reveal --------------- > 7 Teaching
7-D eCommunication
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Template Tool Think about a really great movie you saw (perhaps “The Blind Side”), a really good book you just read, or a practical Project Management article or case study you studied. If you analyze them you may find they tell you beautiful human-interest story that impacted your Dimensions of Human Interfaces. If someone gives a presentation that impacts you profoundly, analyze how many of your 3 groups (totaling 21 Human Interfaces) were impacted. You will find a Template Tool and Examples at www.KenKozy.com useful in your analysis.
To Do Maybe you already do this, but in your next communication to others of a very important message, you now may want to try composing it to impact as many of their 21 Human Interfaces as possible. You may want to use the Template Tool as a guide. Then, see if the recipient will focus better on the communication, remember it, think about it, acknowledge it, view it as important, share it with others, give feedback, and take action. Emotions are not affected until a person’s Human Interfaces are impacted.
Summary Not every eCommunication should be 7 Dimensional – just those that are very important. “r u ok w/ 7 d com?” Or, would you prefer receiving a 7-D eCommunication personal eVideo message from Julia on your SmartPhone or computer like the one that is scripted above in this Appendix A? Communicating in 7 Dimensions can be creative, exciting, fun, and effective!
Analysis of 7-D eCommunication Message Example:
Here is an analysis of the above 7-D eCommunication Message Example utilizing a Template Tool. The assumption is that this Message was sent to the recipient via eVideo from a SmartPhone or PC with camera and audio. Immediately following the Template Tool example is a blank Template Tool which could be used when composing or analyzing your next 7-D eCommunication. 7-D eCommunication Message Example “Hi Ken Kozy. Are you going to the Write-On Club meeting this Friday? My cars are in the shop for repairs. I am supposed to bring some delicious refreshments to this meeting and to read my new cooking article for your Writers group. Timing is essential as I will be baking my French biscuits and will want everyone to enjoy their fresh aromas. Would you be able to pick me so we can ride there together? Let me know when you or alternate would arrive at my Sun City home. Appreciate your help & quick reply. Regards to the Writers group. Thanks, Julia Child.”
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Template Tool for Mapping the Impact of your 7-D eCommunication to the 7 Dimensions of Physical, Intellectual, and Human Spirit Interfaces
From Communication Plan for Project: eVideo Request for Ride Audience: Writers
7-D eCommunication type: eVideo Below, enter notes on content Record audio/eVideo message; send via iPhone Record eVideo; send via iPhone Mention aroma of hot biscuits to be provided Mention refreshments to be provided Warm smile on eVideo & personalize greeting; send to SmartPhone or PC via eVideo or eMail Ask for thoughtful decision to pick up Julia to take to meeting; ask for time of pickup Ask for reply from Ken, the recipient Personally direct message to Ken; clearly ask for pickup & schedule Record eVideo on self-directed camera on iPhone or PC; show more than talking head Clearly ask for ride with enough room in car for refreshments & biscuits Remind Ken that Julia is speaker at meeting and providing refreshments and why ride is needed Ask for reply on request & space needed; where to pickup; why time is essential Specify why pickup needed – cars in repair; use personal but quick hi-tech eVideo Express appreciation for ride, help, & quick reply; show face so Ken can recognize Julia Specify: who, what, where, when, & why; how best to proceed; may need alternate driver Ask for schedule for pickup in order to time baking of biscuits Ask for Ken or alternate to pickup Julia; club’s & Ken’s responsibility; request quick reply Gracious request direct from Julia; reasonable to direct to Ken & club Seek empathy from Ken as cars are in repair; allow Ken to help solve problem Ask Ken for alternate if he cannot pickup; Ken’s experience of alternate solutions to schedule ride Expect quick reply; share why timing essential; teach via Article prepared for meeting
Enter Impact on the 7 Dimensions of Interfaces: Physical, Intellectual, & Human Spirit 1 To Hear: Hear speaker’s voice on phone or PC 2 To See: See speaker’s face on phone or PC 3 To Smell: Memory of prior scents of hot fresh baked biscuits; From past experience 4 To Taste: Memory of prior tasting of Julia’s refreshments; From past experience 5 To Touch: Julia’s smile & greeting touch your heart; Touch phone or PC to get message 6 To Think: Above senses relate info to brain to integrate into memory, ideas, & decision making 7 To Tell: Reply to Julia’s request; tell group 1 To Listen: Focus on what Julia is saying in message while ignoring other sounds heard 2 To Watch: Focus on Julia speaking, gesturing, & moving hands 3 To Discern: Differentiate memories of food; Check schedule & space to pick up Julia & food 4 To Receive: Receive, do not ignore, anything said; No interference; Why pickup needed 5 To Seek: Return call; ask address, best time, & space needed in car for food; Seeked Ken 6 To Learn: eVideo is new way to communicate effectively; ascertained why pickup needed 7 To Reveal: Reply to share your generosity of time to pick up; notify group 1 Understanding: Analyze what was said; respond to Julia with pick up time, etc. 2 Knowledge: Put time into schedule for pickup & into memory; remember eVideo experience 3 Fortitude: If cannot pick her up, get substitute and tell her; else, respond & be there on time 4 Openness: Open self to different ideas & people; openness to eVideo communications 5 Mentoring: Help Julia; solve transport problem; empathy with her dilemma 6 Wisdom: Apply Understanding & Knowledge to solve; if cannot pickup, call others to do it 7 Teaching: Show care for guest’s dilemma; get specifics of time & address then share details
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© 2011, Kenneth R. Kozy
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Template Tool for Mapping the Impact of your 7-D eCommunication to the 7 Dimensions of Physical, Intellectual, and Human Spirit Interfaces
From Communication Plan for Project:_____________ Audience: __________________
7-D eCommunication type: _____________ Below, enter notes on content
Enter Impact on the 7 Dimensions of Interfaces: Physical, Intellectual, & Human Spirit 1 To Hear: 2 To See: 3 To Smell: 4 To Taste: 5 To Touch: 6 To Think: 7 To Tell: 1 To Listen: 2 To Watch: 3 To Discern: 4 To Receive: 5 To Seek: 6 To Learn: 7 To Reveal: 1 Understanding: 2 Knowledge: 3 Fortitude: 4 Openness: 5 Mentoring: 6 Wisdom: 7 Teaching:
Note: Formatted blank Template Tool is also available at www.KenKozy.com
111108 Article: 7-D eCommunications
© 2011, Kenneth R. Kozy
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Endnotes:
i
(PMI, 2008, p 243-271) (PMI, 2008, p 243) iii (PMI, 2008, p 419) iv (PMI, 2008, p 450) v (PMI, 2008, p 251) vi (PMI, 2008, p 252) vii (PMI, 2008, p 257) viii (PMI, 2008, p 32-33, p 253) ix (Project Management Journal, September 2010, p 29)
ii
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© 2011, Kenneth R. Kozy
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