The choice of communication method and the medium used are important factors influencing the overall effectiveness of business communication.
When choosing the best method of communication, businesses need to think about the following factors:
- Urgency. How urgent the message is? How fast does it need to be delivered? A face-to-face conversation or a phone call are the fastest methods.
- Length and complexity of the message. How long and complex the message is? A written letter or E-Mail are the best methods because the receiver can read it over and over again.
- Accuracy. How accurate the message must be? Does the receiver have access to stable Internet connection or mobile phone network?
- How many people need to receive the message? Is it necessary to contact many people at the same time? An E-Mail or text message are a good way to of contact many people.
- Location of sender and receiver. How far away the receiver of the message is from the sender? E-Mails, phone calls, text messages, video conferences or letters could be both used to communicate over long distances.
- How important it is for all receivers to receive the message at the same time? Is it required to deliver the same message to everybody at exactly the same time? A face-to-face meeting is the best way of delivering the same message to everyone at the same time.
- Cost. How expensive is the medium used? While letters are more expensive than other methods because of the postage fee, E-mails are the cheapest to send out, but require investment in equipment and regular payments to the Internet provider.
- Skills of the receivers. Are the received of the message able to use new technology?
- Need for a record. How important it is to have a written record of the communication? For important messages, the method must be a written one (e.g. letters, memorandums or reports) or electronic (E-Mail or text message).
- Feedback. Does the message require further discussion? Is it for brainstorming or decision-making? Personal meetings, phone calls and video conferences are all ways for people to discuss and debate a message.
- Security. How confidential the message is? A written letter addressed directly to the person concerned is the best method for communicating a confidential message.
- Personal preferences. Does your company and its employees have preferred communication channels?
In summary, the choice of communication method depends on various factors such as the target audience, the message being conveyed, the desired level of formality and the budget. Businesses often adopt a multi-channel approach, using a combination of traditional and digital media to reach their audience effectively.
