Vary your channels for optimal communication in the workplace

An email. A phone call. A meeting. If you’re communicating to employees, all of the above work well but you have to know when to use them. employeescommunicating

I like email for prodding. If you’re inquiring about the status of a project or to set up a meeting, email is ideal. No need to bother someone with a phone call; they might be busy. Instead, a quick one or two lines is the way to go. Make sure the phrasing is polite and that the person knows you’re grateful for their time. Heck, add a smiley face if you have to, depending on the level of the person you’re emailing (e.g. if it’s an executive, avoid the smiley faces!).

With phone calls, let’s state the obvious: if you need a rush response to something, you must pick up the phone. Phoning someone is also a nice way to follow up from an email, or vice versa.

Sometimes, a project may be too intricate to discuss over email; too much back and forth in email chains can be confusing to follow. Picking up the phone for a proper discussion will work best. Always opt for the office phone before trying someone’s mobile. Save the cell phone calls for urgent matters.

Face-to-face interaction, of course, is the most personal way to communicate to someone – whether you’re in the workplace or catching up with an old friend. To my fellow freelancers, I highly recommend face-to-face communication whenever possible. If you need to touch base with a co-worker, take a stroll to his/her cubicle. You’ll find many people will welcome a five-minute break to chat or look away from the computer screen.

If the person is busy or on the phone however, just wave and come back later. Try to stay visible  as much as possible to keep your face out there and build rapport with colleagues and clients.  

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