Effective communication is essential to getting things done. Businesses need to communicate with other businesses; they need to communicate with customers and the employees need to communicate with other employees.

With that said, there are so many different ways to communicate these days, how does a person decide which is the most effective way? Here are some things to consider when it comes to different means of communication...

Email

Email is the number one way that people in the business world communicate. Email is universal and almost everyone has an email address. You can send a single message to a large number of people and it provides a written record of what was sent. However, it isn’t very efficient. Sorting through emails on a daily basis takes time; often time that could be spent doing other things. Email can also be dangerous. It is a primary means of spreading malware. It only takes one click on an infected file attachment or URL to an infected Web page to cause a ton of damage.

Instant Messaging (IM)

IM is great for communicating within an organization. The biggest advantage to this means of communication is right in the name. It is instant. Assuming the recipient is online, he or she will receive it right away. Also, with the growing popularity of video messaging programs such as Skype, it’s easy to be face to face with someone even when they’re halfway across the world.

Instant messaging platforms also allow you to chat over smartphones and in groups, which gives you a quick and easy way to discuss an item that doesn't quite justify a full meeting.

Instant messaging can be logged, but it requires special software to log all conversations. There can be certain legal implications for companies that use IM and do not log them, especially if they allow users to use their personal accounts.

The disadvantage with IM is that the person you wish to communicate with has to login and be online; otherwise, they can’t be reached this way.

Text Messaging (SMS)

Text messaging is immediate (like IM) and universal (like email). The advantage to text messaging is it is available. People typically have their phones on them all the time and chances are, if they’re away from the office, they’ll receive a text message a lot quicker than an email. The disadvantage to text messaging is it’s intrusive. If they aren’t at work or if they’re away from their desk, typically it’s for a good reason.

SMS messages, like IM, can be logged with a variety of software. Depending on your company, you may be legally required to log SMS messages and retain them for a period of time. Even encrypted messages, like those used by Blackberry smartphones, can be logged. If required, your company can even completely block SMS messaging depending on your policies and requirements.

As far as communication goes, there are many options out there. The IT professionals at Prophet Business Group can help you with your communication and networking inside and outside the workplace. Contact us to learn more.