Introduction
We’ve all heard the expression “this could have been an email”, a joke which sheds light on the reality that many organizational meetings are viewed as a waste of time. While it would be extreme to label all formal meetings as a waste of time, it is important to note that the modality in which we communicate should be dictated in large part by one thing: context.
What are you trying to communicate? How complex is the message? Who are you trying to communicate with? How important is the information? What does the person or team you are communicating with know already about the information you are trying to share? Each of these questions can help determine when and how you should communicate with members of your organization.
To get more specific, let’s analyze the three communication tools that most organizations use including some best practices.
Email: New Topics and Quick Fixes
If you are trying to introduce a new topic or address an immediate need, email is the way to go. Messages that work well with email include announcements, updates on projects, and answering specific questions.
There are two added benefits when dealing with written communication:
1.) Writing brings your ideas into focus, allowing you to observe your own message which can help you improve it
2.) The message can be read by the recipient at their preferred pace.
Both of these give a unique level of flexibility to both you, the sender, and the other person receiving the email.
It is important to stick to your purpose and keep your writing succinct as this will ensure the most interaction and retention.
Conference Calls: Ideal for Discussing Logistics
When it comes to discussing logistics, conference calls can be a great option. You’re now communicating in real time, which allows you to get immediate feedback and clarification. This makes them a great option for going over the logistics of an upcoming event.
However, it’s important to remember that effective conference calls require active moderation to keep the conversation from veering off-topic or getting side-tracked.
Video Conferences: Effective for Visual Sharing and Collaboration
Video conferences are a powerful tool when you need to share something with your audience visually. They offer the unique benefit of allowing participants to see each other and any visual aids or demonstrations that may be part of the discussion.
This makes video conferences ideal for product demonstrations, team collaborations, or any situation where visual cues are important. However, be careful not to overuse this option.
Let’s Sum It Up
Overall, choosing your communication channel depends on the intended goal of your message. So, before you send out that email or try to schedule a phone or video meeting, ask yourself this question: “What am I trying to accomplish with this message?” By matching your communication channel to your goal, you’re likely to reduce unnecessary communication and increase the odds your message is heard in the right way.
