A recent study showed that, on average, people spend more than two hours a day reading and answering work-related emails. If that sounds like a lot of time to you, it’s because it is! With so many new tools for effective business communications with coworkers (such as chat apps and video conferencing) popping up every day, it can be hard to know when to use which one for what purpose. It’s not just about saving time anymore: the most effective teams communicate in the way that best fits their workplace culture and needs. Each form of team communication will be discussed individually, but first, why do teams need to communicate in the first place?
Why Is Team Communication Important?
Team communication plays an important role in the success of a project, and even of the entire enterprise. It helps team members stay on the same page, share information and ideas, and coordinate work. Good team communication can also improve morale and help resolve conflicts.
There are a few key things to keep in mind when communicating with your team:
- Make sure everyone has the same information. When team members are working on different parts of a project, it’s important to make sure everyone has the latest updates. This can be done through regular check-ins or by using a project management tool.
- Be clear and concise. When sending a message, make sure it is clear and to the point. This will help avoid confusion and misinterpretation.
- Use the right medium. Not every communication needs to be a face-to-face conversation. Sometimes an email or chat message will suffice. Choose the medium that makes the most sense for the situation.
When Should I Chat with My Colleagues?
If you just want to catch up informally or shoot the breeze, a chatty message on your team chat tool can be a great way to stay connected with your colleagues.
There are many benefits to using a team chat tool. First, it can help you to keep track of conversations and make sure that everyone is on the same page. Secondly, it can be a great way to stay organised and keep your team organised. Third, it can help you save time by allowing you to quickly find information and communicate with your team without having to search through email threads or call each person individually. Finally, by using a team chat tool, you can create a space where your team can bond and build relationships, which can lead to better communication overall.
When Should I Email My Colleagues?
Email is a great way to communicate with colleagues when you need to send a message that doesn’t require an immediate response. It’s also a good way to keep a written record of your conversation.
However, email does have its drawbacks. Email can be slow, and if you have an urgent concern, it’s not the best option.
Another time when you might want to avoid emailing is when the topic of discussion is sensitive or potentially controversial. In these cases, it’s better to have a face-to-face conversation so that you can read body language and gauge reactions.
When Should I Talk to My Colleagues Over the Phone?
There are certain situations where it’s best to communicate with your colleagues over the phone. For example, if you need to discuss something sensitive or confidential, it’s better to have a conversation over the phone rather than through email or chat.
If you need to have a complex discussion about something, it’s also better to talk on the phone. This way, you can easily ask questions and get clarification if needed. Additionally, talking on the phone can help build rapport and relationships with your colleagues.
Of course, there are also times when it’s best not to call your colleagues. If the topic of discussion is not urgent or important, then an email or chat will suffice. And if you know that someone is busy with something else, it’s probably best not to interrupt them with a phone call.
In general, use your best judgement when deciding whether or not to call your colleagues. If you think a phone conversation would be more effective than another method of communication, then go for it.
Are There Other Communications Channels That Teams Can Use?
There are many other communication channels that teams can use, aside from chat, phone, and email. These include:
- Social media: These can be great for team communication, as they allow for quick and easy sharing of information and updates.
- Project management tools: These provide a central place for all project information and updates.
- Video conferencing: Certain conferencing platforms allow teams to connect face-to-face (or at least voice-to-voice), which can be helpful for more complex or sensitive conversations.
- In-person meetings: Sometimes, nothing beats a good old-fashioned in-person meeting! This can be helpful for getting everyone on the same page (literally) and builds team camaraderie.
Conclusion
In order to have effective team communications, it is important to know when to chat, call or email. With so many different communication tools available, it can be difficult to know which one to use. By taking the time to understand the strengths and weaknesses of each communication tool, you can ensure that your team is always on the same page.
