How Should We Be Communicating

In the "Olden Days", the list of communication vehicles was quite small. Face to face, Parcel Post or Telephone were pretty much the only normal modes of exchanging information. Then in the late 1980's the fax machine started its rise to power as the new "instant" form of 1-way communication, and the information race started.

20 years later we have so many ways to communicate, it's daunting. Land lines, VoIP, Cellular, Twitter, Texting, Facebook, LinkedIn, IM, "snail" mail, E-Mail, Fax, etc. Many of these technologies have huge overlaps so you can email, text, websurf, IM and twitter directly from your cell phones. The computing power in a plain old "Dumb" cellular phone far surpasses the computing power the Apollo 11 Astronauts had at their disposal while the "smart" phones, PDA's, iPhones and Blackberries are just phenomenally-complex and intricate devices that we take for granted.

With such a wide range of options, how should we be communicating with our clients or bosses? How about co-workers, subordinates, friends, relatives, spouses and kids? This is indeed a pertinent question I had to ask myself because my kids communicate in completely different ways than my spouse or my boss.

The solution to all this chaos I pulled from my Project Management background. A specific project management methodology dictates that to get the correct information to the correct person it must be done in the correct way. In order to do this a good Project Manager needs to create a Communications Matrix. It's really not as difficult as it sounds and most of us have an unofficial matrix already in our head, but it doesn't hurt to build one on paper.

On the left going down, use the person's name. Across the top, put the types of communication and mark down the preferred form of communication for each person. For my kids, I use texting almost exclusively. They are glued to their phones so I know I can always reach them at a moment's notice. If I want to send them more important information I use Facebook. My two older kids don't use email...which is just mind-blowing to me since that's an important part of my day. This is also why it is important to build a communications matrix so you can see where you may have gaps.

My boss loves phone calls. My wife likes Instant Messaging. My co-workers like email or IM (Instant Messaging). Friends and relatives keep in touch with Facebook and my VoIP system allows me unfettered access to everyone in the United States with no long distance charges. My parents, of course, like me to come over and visit once in a while...

We all have an informal communications matrix in our head, but sometimes just the act of building a matrix can help us use the right form of communication. Once all that's done, don't be afraid to tell your friends, relatives, associates and neighbors what your preferred mode of communication is. You may be surprised at how much more information you get.

 

Author: Greg Gartland

Comments

[ram]

This is very important in life and very useful. We appreciate the time you must have taken to present this information so clearly. You have a nice thing going here…keep it up!
ram

[digital camera accessories]

I prefer phone calls for the communication. Sometimes i prefer offline chat to communicate with my friends living in abroad.