BUS3041 WK 4 Project

Using Appropriate Communication Tools

There are many tools used for communication. These tools are used to assist you in making sure that

the message is conveyed properly and in the proper format. Many of the communication tools are

technical tools that can be used to make the message more ef�cient and effective. Although

sometimes communication is not well thought out due to time constraints, stress, or other factors, it is important that managers take the time to ensure that the message is sent using the appropriate tools.

It seems simple to send a quick e-mail to someone to communicate a message. In many cases, this may

be the appropriate tool. However, it may be more appropriate to use the telephone or speak face-to-

face, especially if tone of voice or nonverbal cues is going to be important in conveying the message.

In addition, some messages are meant to be con�dential, and if you do not want everyone to read it,

you should not send it as an e-mail message, even internally within the organization.

Sometimes other people need to be able to sign off on the communication. Conveying a message such

as information about a contract should not be done verbally, as there needs to be proof of the message.

Therefore, a hard copy of the communication must be created and presented.

Some messages need to be answered quickly, so the choices of communication may be limited. For

example, if you need to have a response from someone right away, it is likely that you would seek out

the individual and try to have a one-on-one conversation with that person as opposed to sending him

or her e-mail. Some people check e-mail only at speci�c times during the day.

Leaders must consider choosing the appropriate communication method according to the issues

involved.

The choice of appropriate communication method depends on:

Time for preparation

Distance between the sender and the audience

Audience size, knowledge, interest, location, and status

Level of con�dentiality required

Sensitivity about the con�dential nature of the message

Urgency of the message

Need for feedback

Need for nonverbal cues

Need for hardcopy for documentation or for other people as witnesses

Need for others to have access to material or copies

Need for legal or regulatory protection for yourself or the receiver

Formality—internal or external to the organization

Additional Materials

View a Pdf Transcript of Communication and Technology

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