When it comes to digital communication in the office, there are several tools to choose from. Some of these include emails, desk phones, video conferencing, LinkedIn, Twitter, IMs, SMS, conference calls, mobile, and others. As the industry continues to be revolutionised, all of these will eventually change and become more high speed. However, to select the right tool for the job, several things must be considered.
These include the location of your desk or if you are at the desk, or even if you’re moving from one spot to another, as well as the individual that you need to communicate with. So, read on as we dive into how you can determine which is best for you.
The following essential tips will guide you in determining which is the best tool for your setting. You’ll also learn about the disadvantages and advantages that each has to offer.
Advantages: The phone is more than useful if you’re intending to have an extra-long conversation on a particular topic. It provides security and allows you to fully express as well as clarify points that are beneficial to your conversation. It also ensures that miscommunication never occurs.
Phones also offer their users the opportunity to have social conversations as well as personal and heartfelt conversations before moving to business.
Disadvantages: Phones are not appropriate if you’re interested in a fast solution to the issue at hand. Additionally, it isn’t appropriate if the other party is unavailable because you’ll need to leave a voicemail. If for some reason you need to answer a question and you’re unable to make a phone call, you’ll run into problems if your phone is your only option.
Advantages: Emails are important if you want to keep track of your conversations, files, online activity, and persons. Moreover, email can be easily managed from a PC, or even on tablets and smartphones. Unlike most other options, emails are now becoming the go-to for most business communication.
Disadvantages: More and more people are using emails to have their conversations. However, this isn’t even necessary and sometimes fills up your inbox. For the most part, emails do not present users with real-time communication.
Additionally, people can easily send emails that are irrelevant, which further adds to the inbox clutter. One of the most annoying things is sifting through tons of junk just to find the important ones. If you didn’t already know, the overall volume of sent emails has significantly increased over the years, leading to filters being implemented.
Advantages: With quick and easy instant messaging, you’ll be able to see when your business colleagues are available or even when they’re offline. This is essentially important and helpful since you have a better idea if you’re going to receive an instant reply to your messages. With IMs, you’ll also be able to figure out when they’re busy or when they’re available to help with your work-related issues.
Disadvantages: In most instances, people tend to easily ignore busy status and notices. This leaves them sending a ton of messages and pings that interrupt you. So, if you’re ever in a meeting, it’s a good idea to simply log off to prevent these interruptions from occurring.
Advantages: Texts are great for quick and informative messages. They give you the response that you want and you can easily move on to something else. Put it this way, no one resists the urge to pick up their phones when they hear that ding.
Advantages: This alternative offers you a chance to speak with people even though they’re travelling for work. You’ll even be able to see and determine the reactions that persons have to the things that you say or ask. Hence, you’ll know where you stand in the conversation.
Disadvantages: Without proper training, some of these systems are rather difficult to use. For mature employees, this method is still quite awkward and even uncomfortable to get used to. However, millennials will easily jump on the trend and move on to the next task of their day. So, don’t be too shy to ask for some assistance!
To learn more, you may like to look at some cyber-security solutions for businesses.