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Do you find that "labor saving" and "time saving" devices tend to do the opposite? That those wonderful technological devices to increase our communications with others have done the reverse? A wonderful comment in a 1960's intrigue novel is appropriate here. "We have to rely on our wits, not on fancy gadgets. That makes us sharper than the opposition, and could save our lives." (Well, it's not an exact quote, but that was the gist). It's true. The more you rely on gadgets and gizmos, the less you tend to focus on your objective. Is it to communicate with customers, vendors, co-workers, etc.? Then seriously consider the most appropriate means to make your connections. Communicate, a verb, means to impart; participate. Communication, a noun, defines a process of transmission. So, in its active sense, there is a sharing of information, thoughts or feelings. In its passive or object mode, it is simply sending information, thoughts or feelings with no absolute connection. Gadgets such as voice mail, e-mail, fax machines, pagers, etc. are communication devices. They allow a lot of transmission. There is no sharing or participation until another person connects to it. They create a barrier between the person sending the message and the person receiving it. In order to fully communicate a message, it has to be received, interpreted and acted on by a person. So, as you work with these wonderful time and labor saving devices, consider your objective. If it is to impart information, create a sharing of ideas or solve problems, how many barriers can you effectively have between you and the other party? How important is it to fully communicate? Is your need to convey information active or passive? Active transmissions require direct contact between the sender and receiver. Passive communications can, and often do, have buffers or barriers of some sort between the two or more parties. If, as some philosophers and linguists believe, we are a product of our thoughts, the sloppier our thinking about what we intend to do, the sloppier our results. Use the following checklist when you get ready to send out information. It could mean the difference between communicating or creating communications. Communicate or Have Communication? 1. What am I trying to say? 2. Who needs to know about it? 3. Do they need to act on the information immediately? 4. Do I need to get a response to the information right away? 5. Does the recipient need time to think about and react to the information before responding? 6. Does the information involve new concepts or technology? 7. Can the information be misunderstood or misinterpreted? Answer these questions to clarify the best delivery method for your information. For example, for an immediate response, use direct contact. If, however, they need to gather information in order to answer you, or they need time to think about what's going on, send the information with a respond-by deadline. If you make direct contact in this instance, they may feel pressured to provide an immediate answer and defeat your purpose. Active or passive; with or without technology; there is no one best approach for all situations. One size does not fit all. I think you get the message. Got a communications question? Rochelle Devereaux, Business Efficacy, offers custom training for companies trying to establish better communications practices. Call her at 503/581-4100 for more information. |