Business Communications -1

In this modern technological world, when you are surrounded by a dozen different channels for communication at work, do you ever have to wonder whether to call, email or discuss face-to-face with a colleague? Here's a quick usage suggestions guide for corporate communicators.

One-on-One Conversation: If your message is personal, a not so good news, a complicated matter orone that asks for persuasive discussion, this is the best option.

Telephone call: Telephone works best when a quick Feedback is required but non-verbal cues are not necessary; a face-to-face conversation isn’t feasible; or, when there is a need to establish rapport in a long distance setting.

Voice Mail message: In case the receiver is absent, you still need to leave information that could be important/ confidential or just routine. Make sure you are sure how many people have access to that voice mail in case of confidential information. Avoid leaving passwords or important account numbers on a voice mail.

Email: Life, today, is unthinkable without Email. Email can be used for routine information delivery; information pertaining to non-deadline driven matters; information exchange needs to be documented; targeting multiple receivers or a large, dispersed audience

Instant Messaging( SMS): Mobile messaging works best for routine info exchange; discreet info exchange during meetings or conferences or quick announcements. Many companies are using Instant messaging for marketing/advertising purposes too.

Memo: If a written record explaining policies or changes or collecting information within the organization is required, Memo is a good tool.

Letter: When a written record of correspondence is required, letter is most preferable. It can be emailed, faxed or sent by post.

Fax: Fax is a great vehincle when targetting varying time zones and international boundaries in minimal possible time; written/ signed documentation is required; or, graphical data difficult to reproduce electronically.

Report or Proposal: Annual or quarterly reports, project reports or project proposals are an important part of organizational communications. It is popularly used when data is usually intended for group or multiple receivers; needs to be documented; or, when conveying intense/ comparative data.

Group meetings: Face to face group meetings work great when requiring immediate decision-making, multiple channel feedback , persuasive discussion, or making critical announcements. It facilitates a better group understanding because of non-verbal cues and immediae reactions from group members can be observed easily.

Teleconferencing/ Webinar: Use these tools when time or distance doesn’t allow information exchange through other channels.

Press Release: A public announcement is being made and you are requesting media coverage.

Website Posting: If the information is intended for dissemination within the organization, use intranet; if the information is targeted at a general audience, post it on the website.

Social Media ( Blog/Twitter): This is the ultimate gen Y tool! Use it when targeting a certain audience who is part of your social media group or following your tweets. Remember, this information, once posted cannot be withdrawn without having considerable influence.


This was just a " Beginners to Communications" post. I look forward to your comments so that I know what is most needed. Please feel free to email me any interesting anecdotes related to the above information.