Know When to Use Vocal or Written Communication to Get Your Message Across

With a much more casual environment in many businesses than what was once considered appropriate, managers, supervisors and employees are more relaxed in their communications with each other and customers. There are many benefits to having a less formal business culture, but you must know when to maintain the right level of formality.

One of the basic methods of communication today is through email or even company-wide instant messaging. In addition, companies respond to clients and customers on social media instead of through in-person or phone communication. This often results in better efficiency and more satisfied customers. However, in all instances, a person must know when to use written communication and when verbal is appropriate.

Put It in Writing

Most people will agree that important information should be put in writing. This helps to avoid miscommunication and misunderstandings. Even if you talk to someone about an important matter in person, always follow up with a letter, email or memo.

If you are giving instructions or guidance to someone or setting them a task, an email is always best. They have something to refer back to if they have questions.

Some Messages Should be Delivered in Person

Some matters should always be handled in person. One of those includes disciplinary action. It’s never appropriate to discipline a person in an email or letter, and you should never fire them through a written message. While it’s important to follow up any meeting with written notes and possibly a written warning, the initial conversation should be in person.

When you meet with someone, you allow them to tell their side of the story or defend themselves. It is only fair when discipline is required.

Prevent Misunderstandings

If the message you need to convey is extremely important, use the method of communication that will best prevent misunderstandings. In some cases, this will be in writing because you have a record of what is being said. In other situations, an email may not convey your meaning or intention as well as verbal communication. Many times, you will have to decide based on the information and situation.

For example, if you’re speaking with someone from another country where there is a language barrier, you may need to write down the important information to be sure they understand. Of course, you can always work to understand each other by learning a second language or by working with a speech reduction coach on your accent.

Even within the two broad categories of communication – verbal and written, there are many options. Do you send an email or is a formal letter necessary? With verbal communication, a phone call is not the same as meeting with someone in the same room.

Regardless of which communication method you prefer, make sure your message is clear and understandable. With the right way of getting things across, you’ll avoid misunderstandings and problems with employers, employees and customers and enjoy positive relationships.

Claudette Roche is accent training in the Vero Beach, FL area. She teaches foreign and American accents to actors and business persons/executives. In 2010 she was named as one of The Top 5 Voice Coaches by Hollywood Weekly Magazine.

Claudette Roche is a dialect coach who teaches accent coach.