Factors to Consider When Choosing a Business Communication Strategy
on 10/05/2018

As a communication manager, you should familiarize yourself with the various communication devices. It’s also essential to understand critical features to consider before adopting a means of communication. Voice over Internet Protocol is one of the rapidly growing communication strategies. It allows users to communicate using the broadband internet rather than traditional telephony system. It takes several strategies such as VoIP for a business to develop a communication system. Infographic: Get your communication system out of the stone age with business VoIP is an effective strategy that can help businesses to improve internal communication. Here are some the elements that will help you choose the right business communication system.

Clarity and Accuracy

If your prime motive is to send an accurate message, a letter will serve the purpose. A third party might mishear phone calls and emails. Telegrams may sometimes lead you to a wrong conclusion. As long as a letter is written properly, it can help you reap success. Accuracy in the transmission of messages plays an integral role in selecting a medium of communication.

Cost

Everyone is concerned about the cost of communication. Therefore, it’s important to consider your budget constraints before adopting any communication system. Consider stationery cost and labor cost incurred in preparing a letter.

Secrecy

In the business world, certain aspects need to be kept confidential. If confidentiality of a message is the prime motive, a letter can help you achieve your goal. Secrecy in other communication systems such as telegram may leak out to another party.

Distance

The distance between the people who are communicating is an important consideration. Face-to-face communication can be suitable for people who are a few meters apart. For long distance, Voice over Internet Protocol, email, and letter can help you transmit your message quickly and confidently.

Record

In the business field, some messages have to be archived for future reference. Keeping records is possible only if a message is in writing or electronic form. You can file duplicate copies of a letter for future reference. Text messages and voice calls can be preserved in the electronic form since they are proof against disputes related to business transactions. You cannot keep record for oral communication.

Safety

Sending valuables by post can be risky. Therefore, you can send important documents via email or text messages if you are concerned about their safety. For further safety, you can send confidential letters via an insured or registered post.

Urgency

Entrepreneurs execute many transactions during the business hours. As such, they are required to speed up message transmission based on the level of urgency and importance. Oral communication is enough if the persons communicating are close to each other. Phone calls or text messages will is suitable for people residing in the same city. If they live in different countries, Voice over Internet Protocol facilitates oversea communication. You may also use telegram to reach one of your employees in another country. Sending a letter is enough if the matter is not urgent.

A business communication system is an essential component of an organization. It helps an organization to maintain seamless communication with its customers, vendors, and business associates. If you intend to upgrade your existing communication system, consider some of the essential features. They include urgency of a message, accuracy, distance, safety, secrecy, and the cost of transmitting information. The elements of a communication system can impact productivity, efficiency, and profitability of your organization.