UNIT VIII

CHOOSING THE
OPTIMAL
COMMUNICATION
CHANNEL
Overview
This unit gives you an idea of
what principles to emphasize
when choosing the various
platforms in optimum channels of
communication.
Learning Objectives
1 identify various channels of communication;

2 explain the process of executing each channel;

3 apply the various communication channels to

appropriate communication situations.
Choosing the
Optimal
Communication
Deciding which channel of
Channel
communication to use is no trivial
matter. Sometimes a written message
succeeds when an oral message fails to
speak to the recipient in person at other
times, failing the printed word (Adler &
Face-to-face
communication
A portion of them are arranged, spontaneous, or one-
on-one meetings. Others entail small gatherings of
people, either formally or spontaneously. Another face-
to-face communication occurs in large gatherings when
one or more speakers present to an audience. There are
certain characteristics shared by all forms of face-to-
face communication, regardless of the environment or
quantity of participants.
Teleconferencing

Face-to-face meetings may be desirable, but

distance often makes the impractical. Its
promoters bill teleconferencing as the next
best thing to meeting in person since it
allows participants in two or more locations
to see and speak with each other.
Telephone and Voice Mail
Communication from face to face comes in many forms. A
conversation by telephone lacks the visual feedback that
often reveals that your message is getting across. But the
phone still communicates vocal signals such as voice
tone, pauses, interruptions, pitch, and rate. Telephone
conversations also make it more challenging to hold your
listener's attention. For example, remember all the
fingernail cleaning and paper-clip sculpting that you did
while unsuspecting speakers rattled on.
Telephone and Voice Mail
• It often allows you to contact a recipient who
would not be able to reach them in person.

• Telephones, as well as one-to-one contacts, can

be a useful tool for group communication.

• Audio conferencing allows a group of

geographically separated people to speak via
Telephone and Voice Mail
You can use voice mail most effectively if you follow these
tips:
• Know the schedule of the person you're trying to reach.
• Leave the name of the person for whom the message
connected.
• Identify yourself.
• Leave your phone number, especially if you want to be
called back quickly.
• Organize your message in advance.
• Keep the message as short as possible.
Telephone and Voice Mail
Oral communication has its drawbacks, primarily due to its
transience. Listeners tend to forget much of what they hear,
with half of the message disappearing almost immediately
and the rest within a couple of days. This can lead to
misunderstandings, such as customers forgetting product
features or bosses only remembering certain aspects of
requests. Even if remembered, verbal messages are often
distorted as they are retold, with details changing and facts
being altered. This distortion increases as the message
spreads further from the original sender in both space and
Written
Communication
Written communication is a
fundamental aspect of our daily
lives, manifesting in various forms
such as letters, memos, bulletins,
and reports. These are standard
features in the careers of almost
everyone.
Advantages of Written
Communication
1
Permanence - Unlike speech, written communication has a permanent nature.
Once written, the information can be stored and referenced in the future.

Accessibility - Written communication can often be more accessible and easier

2 to understand than speech. It allows the reader to process the information at
their own pace.

Preparation - You can compose written communication in advance. This allows

3 for careful choice of words and structuring of information.

Revision - You can create several versions of the message to test readers and
4 anticipate the reactions of your real audience. You can make changes until you
finally get the desired response.

Accuracy - Written messages are less prone to errors as they can be reviewed
5 and corrected before being sent.
Electronic Mail
Email is a unique channel of written
communication. It enables
communicators to send and respond to
written messages from one another via
a computer. Similar to phones and
faxes, email is virtually instantaneous.
Once you press the “send” key on your
computer, the message will wait for the
addressee, usually within minutes
(Yango, et al., 2018). This makes email
a powerful tool for quick and efficient
communication.
E-mail Do’s and Don’ts
Off-the-Record Correspondence - Avoid using email for off-the-record
correspondence. The “delete” function may only remove the message from
1 your screen, not from the server’s archives. Information thought to be erased
may resurface years later, potentially causing legal or personal issues.

Personal Messages - Refrain from sending personal messages at work.

2 Misdirected messages can lead to embarrassment and humiliation. Moreover,
recipients can forward your private thoughts to others without your permission
or knowledge.
Tone Misinterpretation - Be cautious if there’s a chance your tone could be
3 misunderstood as critical, sarcastic, or humorous. Email text lacks the richness
of vocal or handwritten messages, and attempts at cleverness might be
misinterpreted.
Emotional Responses - Avoid sending emails when you are angry or in a hurry.
4 Once a message is sent, it usually can’t be retrieved. You may later regret
careless or impulsive words. Personal discussions are often better handled
face-to-face or in a phone call.
Accuracy of Information - Do not use email to pass along information you are
5 not sure is accurate, such as canceled meetings, changed deadlines, or budget
figures.
Do use e-
mail:
To be part of networks that will give you essential information. It means sharing
1 information useful to others as well as seeking information from them.

To shrink hierarchy and expedite team projects. Email can help you reach
2 essential people and save time otherwise spent in meetings.

To solicit or send information quickly and easily to a large number of people.

3 With a few strokes, you can reach a high number of addresses virtually around
the globe.

To create a professional image. Use correct spelling and grammar. Messages

4 can be informal, but they should never contain inaccuracies.
E-mail
Etiquette:
1 Always include the subject field with a concise, informative heading.

Don't ramble in emails relating to business. Keep your

2 communications clear and as brief as possible.

3 When you need to communicate about more than one issue, use
separate messages. It makes it easier for the recipient to keep track
of and respond to each one.

Only send copies of your messages to people who are likely to care
4 about it. Bombarding receivers with what they regard as junk email
may cause them to disregard essential messages when you send
them.
What is the best channel to
The question is not what communication channel is best to use, but when to use

use?
each one effectively. Each channel of communication has both advantages and
drawbacks. Despite these pros and cons, some guidelines will help you decide how
to deliver your message effectively. Following these guidelines can produce dramatic
results.

Oral communication is generally bets for

messages which require a personal
dimension. Verbal channels are also best
suited to ideas that require strong visual
support-demonstration, photos, or slides,
etc. Spoken communication is especially
useful when immediate feedback is
needed, such as question-and-answer
Thank

You!