Communicate, Communicate, Communicate. This should be the motif of all businesses as communication build bridges lack thereof bring down empires. However the effective use of communication is just as important as the use thereof. Is it really important how I communicate you make ask? Do I not communicate just as well through and e-mail as I do face to face. Let's see.

In face to face communication there is an ongoing feedback loop. Both the messenger and the receiver are present and share space and time as information is being transferred. Therefore one can acknowledged that the message is received and receive instant feedback. Miscommunication can be avoided as both parties are available to clarify at that point in time. Questions can be asked and clarified.

You say this is all well and good but you are more interested in the appropriate times to use such communication.

Face to face communication is best used when
1. An immediate response is required
2. Legal issues arise possibly requiring the presence of a witness or witnesses
3. Clarification is needed (saves time to clarify face to face)
4. Reprimands or counseling
5. Responding to complaints, settling confrontations
5. Termination or heeding grievances
6. All matters of urgency
7. Passing along detail specific instructions that require appropriate acknowledgment of understanding

Sending and e-mail can also be very efficient. E-mails allow the transfer of information to multiple parties in an instant. It also allows for the smoothness of transactions between customers and business affiliates. The speed at which one can receive and respond to message will speed up office processes and increase productivity.

When is the best time to use e-mail

1. Office bulletins (employee community postings)
2. Inform employees of important meetings and non-specific tasks
3. Quick approval on general transactions
4. Ask Questions
4. Sending request up and down the chain of command
5. To document correspondence between two parties
6. Distribute general benefits information and required corporate information that must be released to all employees.
7. Exchange of information pertinent to completing specific or non-specific task

Learn more about this author, Renae Richardson.
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