In today's workplace, you have several modes of communication to choose from: you can talk in person, make a phone call, send an e-mail, or transmit an instant message. Make sure you choose one that will be most efficient and respectful of the recipient.
Respond to Business Colleagues in Kind
One good rule of thumb is to respond to a message using the same mode of communication that was used to reach you. If someone leaves you a voice message, for example, call them back on the telephone. Likewise, if someone sends you an e-mail, respond with an e-mail message.Of course there are exceptions to this rule. If you get a sense that time is of the essence, then it may be better to make a phone call or leave a message with an assistant in addition to sending an e-mail. In cases like these, you'll have to use discretion and make decisions based on your relationship with that individual and what you know of their communication style.
Avoid Disruptive Forms of Communication
Instant messenger has become ubiquitous in the modern workplace. In many instances, it has replaced the phone as a primary means of reaching someone immediately. It also has the potential to serve as a great disturbance and distraction. For this reason, you'll want to use it with discretion.If you genuinely have an urgent request, then feel free to use instant messenger to contact a co-worker, provided IM is an accepted form of communication at your place of business. Some business cultures promote talking face-to-face in such cases--do whichever is most widely practiced and encouraged. However, if your need isn't urgent, then it may be preferable to send an e-mail, which allows the recipient time to read your message and draft a thoughtful response.
So next time you make a phone call or send a message, give a quick thought to the best mode of business communication. These rules can help you get on the right track. Once you feel more comfortable, you can venture outside of them and decide for yourself how best to communicate with co-workers, colleagues, and clients.
About the Author
Sarah Clark is a freelance writer specializing in education and career development.
