Effective Communication in Different Media
By being aware of the strengths and limitations of different communication media, and adapting your approach accordingly, you can enhance your effectiveness as a communicator. Balancing face-to-face interactions with written communication, and taking care to soften written messages, can significantly improve understanding and foster stronger connections with others.
Josh Ether
5/7/20212 min read
The way we choose to communicate can significantly impact how our messages are interpreted and the outcomes they produce. To navigate various communication media successfully, consider the following practical tips:
Be mindful of the medium's limitations: Each communication medium has its strengths and weaknesses. Understand the characteristics of different media to select the most appropriate one for your message. Face-to-face communication offers the highest richness, allowing for complete message delivery and better understanding of nonverbal cues. Video conferences come next, followed by telephone conversations, and then written forms like emails and instant messaging.
Balance face-to-face interaction with other media: While email and other written forms offer convenience and flexibility, they lack the richness of face-to-face communication. Strive to strike a balance by incorporating face-to-face meetings when possible, especially for complex or sensitive matters. Building rapport and establishing relationships are more effective when done in person.
Exercise caution with written communication: Written media, such as email, can easily be misinterpreted or forwarded to unintended recipients. To avoid misunderstandings, assume that your emails might be shared and read by others. Be mindful of your tone, and make an effort to soften your messages to ensure they come across as intended.
Avoid sensitive discussions over email: Email may not be the best medium for sensitive or nuanced conversations. It is difficult to convey empathy and navigate social dynamics solely through text. When dealing with sensitive matters or building new relationships, consider having face-to-face or video conferences instead. These mediums allow for better understanding and provide an opportunity for immediate feedback and clarification.
Focus on relationship building: In written communication, particularly through email, make a conscious effort to foster relationships. Since nonverbal cues are absent, put in extra effort to convey empathy, warmth, and understanding in your written messages. Take the time to understand the recipient's perspective and use inclusive language to promote effective communication.
Assume your messages may be shared: With electronic messages, including voicemails and emails, it is important to remember that they can be easily replicated and forwarded. Write or speak with the assumption that your message could potentially reach unintended audiences. Be cautious and ensure your words align with your intentions.
Use other media for complex discussions: When dealing with complex matters or sensitive topics, consider using richer communication media like face-to-face meetings or video conferences. These mediums allow for better real-time interaction, understanding of nonverbal cues, and the opportunity to address concerns immediately.