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01.03.07
Communication Technologies To Supplement Email
 By
Gerald Chait
Every business relies on effective communication with its customers.
Communication doesn't just convey information, it inspires trust, builds credibility, stimulates involvement and generates loyalty. But in today's global, hi-tech, rapidly changing business environment, how do you ensure you're communicating effectively?
THE BENCHMARK - FACE-TO-FACE
There's no doubt that face-to-face communication is the most effective method for most people. Why? Because of its two-way nature. It's about dialogue. Listeners are not passive participants. When someone talks to us, we send a continuous stream of responses back to them. Some are verbal, but many/most are not. These responses have the power to actually change the message being disseminated by the talker. What's more, they have the power to change how other listeners' interpret that message. (Similarly, other listeners have the power to change your interpretation.)
Unfortunately, however, the global nature of business makes it impossible to conduct face-to-face meetings for every communication. So what are the alternatives? Specifically, what are the alternatives offered by technology?
EMAIL - THE STARTING POINT
The benefits of email are numerous and well known, and include (but are not limited to):
Email is an excellent mechanism for distributing information to people. It is fast and cost effective.
It is incredibly convenient - you can readily communicate across time zones.
It provides a useful electronic paper trail.
It can save a great deal of time because most of the fluff surrounding a phone call (the social niceties) are seen as unnecessary in email.
It allows recipients to read and respond to messages in their own time.
The wording, grammar and punctuation in an email can be considered and edited before finally sending.
But email does have its limitations:
Its lack of social niceties is a double-edged sword. Without the benefit of other communication cues, it's sometimes hard to interpret the tone of an email, and this can make some messages ambiguous.
It isn't ideal for critical communication. For many people, emails are not 'real-time' communication. We all have that unaddressed email sitting at the bottom of the list. Because emails are so easy to ignore, they're also easy to forget.
Ironically, email's dissemination effectiveness has been one of the major impediments to its communication effectiveness. It's so easy to send emails - and they're so anonymous -
that our inboxes are now flooded with SPAM. Consequently, emails are viewed with some suspicion. It's sometimes hard to identify legitimate emails, but it's very easy to just hit Delete.
Because email senders are typically geographically (and often culturally) distant from their recipients, they have no immediate visual and aural cues to help them tailor the message as they type.
But there's no need to 'throw out the baby with the bathwater'. Email is an excellent solution to many communication needs. And for those it is ill-equipped to handle, there are newer, more appropriate technologies that are built for the job...
Continue reading this article.
About the Author:
Gerald is GM, Sales & Marketing of Software Design Group (SDG): Website Development, Design, Search Engine Optimisation, Network Support, Outsourcing Solutions, Help Desk Support, Application Development, Hardware & Software Sales. Gerald.chait@sdgtechnology.com.au or http://www.sdgtechnology.com.au.
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