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know the most effective way to communicate with another individual or functional team, you can realize better results and improve critical relationships. To understand the concept of using different communication tools, we can look at the example of using email for communicating. An employee in the Information Technology function will find that email serves as the most efficient tool to meet their needs. It can notify multiple people, send information to an anonymous source via blind copy, maintain an electronic copy of all communications, schedule appointments and easily attach required files. If an employee from this function, who is used to using email as their primary communication tool, transfers to a new position in a different function, they may begin to have difficulties in communication.

Human resources employees prefer face-to-face communication and find that email is an impersonal tool, which moves them out of their comfort zone. They will have issues with receiving data in this way or are not comfortable being asked to reply in a non-verbal manner. While written communications can sometimes leave room for misinterpretations, such as reading a tone into the material that was unintended, verbally communications provide a clear understanding for what was meant.

It is my experience, however, coming from a technical background, that we also process thought in different ways. In order to adequately translate thought into action, we may find it more effective to write out what we need to express before scheduling a meeting time.

We can encourage effective communication in business, if we understand our target market and adjust our methods of connecting for the greatest chance of success. Of course you can find a middle ground of compromise. If your audience prefers that personal touch, meet with them to present your information and then follow-up with a written communication to confirm the details. What works best for some may not be effective with others.

The final tips for better communication involve encourage people to speak up. Brainstorming sessions are a great example of allowing people the freedom to make suggestions or discuss their interpretations of the current state of their work. If you can provide a comfortable environment, you can improve the flow of ideas.

When having formal meetings, it is a good idea to prepare an agenda and allot a specific amount of time for each subject. This will assist with keeping your meeting on track. The importance of honoring time commitments will ensure that others respect your time and they will be more likely open to your needs.

It is also important to capture a consensus of the information and action plans resulting from your meetings. This will enable you to easily update missing team members and ensure that there is agreement on the matters discussed. It is important to be timely in distributing your notes, as people will forget the details if too much time has passed. Communication is essential. By keeping open channels to continuously improve how you work with others, can only result in personal growth and true success.

Learn more about this author, Diane Stacey.
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