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Communication Methods: Advantages and Disadvantages

Advantages of Face-to-Face Communication

Face to face communication has several advantages. Numerous observers say that face to face contact can never be replaced irrespective of the numerous advancements in technology (Oxford Economics, 2009). It should be noted that face-to-face contact enables the transmission of unspoken or implied knowledge. It also facilitates the transmission of knowledge which isn’t definable or written, but knowledge which is got through experience.

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When an individual communicates face to face with another individual, the speaker may use visual signals from his audience to get immediate and quick feedback. He will also use the cues to make quick adjustments when necessary. Visual cues in face-to-face conversation also allow individuals to learn more about the background, experiences, skills, and the fields of expertise of other individuals. (Rosen, Furst, & Blackburn, 2007). The cues also ensure that there is trust between individuals interacting on face-to-face basis (Storper & Venables, 2004).

Disadvantages of Face-to-Face Communication

Despite the numerous advantages of face to face communication, there are also some disadvantages that are associated with it. Several researches that have been conducted state that there is lesser expression in face-to-face communication. This inhibits trust in various groups. It also results into imbalanced participation among the individuals communicating (Lind, 1999). Furthermore, the facilitation of face-to-face conversation between workers and also with clients is always unrealistic for a number of organizations since business travel may be too costly (Storper & Venables, 2004).

Advantages of voicemail

There are a number of advantages that are brought about by the use of telephone or voicemail. The first advantage is that it eliminates staff involvement which in a number of cases is unnecessary. Similarly, the use of voicemail eliminates paper work. Besides, it saves the time as well as the money of the companies. Through the use of voicemail, the individual calling may just leave the message that they wanted to convey. When message is left, the aim or the purpose of communication will have been attained. The use of voicemail also saves the money and time of the callers since idle talk will be avoided.

Disadvantages of Telephone and voicemail

Voicemail also has its distinct disadvantages. First, the person calling may not prefer speaking to a machine but rather to a person. Personal services are usually provided when individuals receive the calls rather than the machines. Voicemail also involves routine changing of the voicemail greeting. This may be time consuming. Similarly, when there is only one voicemail greeting, it may become tiring to individuals who call routinely.

In a number of cases, messages are sometimes not received since an error may occur on the sender’s part or the equipment may malfunction. It should also be noted that some individuals may feel shy and this may make them not to leave their messages.

Advantages of Memorandum

Memoranda also bring about their own advantages. First, memos are always straight to the point. Besides, they are usually written, therefore, they may be used for permanent records for references in the future. In a number of instances, a memo may be used so as to recall what happened on a particular day, the date as well as the time of the occurrence. Memoranda are usually formal documents. They may be kept safely in files and again, they can easily be referred to. It should also be noted that memos are usually concise.

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Disadvantages of Memos

There are numerous pitfalls which are associated with memos. For instance, the individual who sends the memo will not get immediate feedback. Similarly, memo being a written message will take too much time to prepare.

Advantages of Newsletters

A newsletter refers to a method of advertising which is periodically sent. In a number of instances, it is repeatedly distributed. It usually covers a single topic.

Online newsletters have several advantages. First and foremost, when a newsletter is sent through email, costs are cut. For instance, a wider audience will instantly be reached cheaply. Besides, newsletters are beneficial in that they will help in the promotion of business. Newsletters generally motivate the customers to purchase from the given businesses. Similarly, newsletters generally have articles as well as the mission and vision statements of organizations. All these information will help the customers to know more about the business. Newsletters also allow organizations to share their ideas and thoughts with their subscribers.

Disadvantages

Along with these advantages, the following disadvantages are brought about by the use of newsletters. Generally, newsletters have limited space. They also need too much effort and time. These are some of the disadvantages that are brought about by the use of newsletters for communication.

Advantages of Supplemental Internal Publications

Supplemental Internal Publications have their distinct advantages. First, they are usually focused on specific strategic issues of the business. Therefore, they clarify on specific issues. Similarly, supplemental internal publications are usually written in languages which the receivers are capable of comprehending. Again, they have measureable and specific outcomes. It should also be noted that there is timely delivery of supplemental internal publications. They are also delivered in such a way that the recipient will be happy and willing to get the message and also to provide a quick response (Hopkins, 2006).

Disadvantage

One disadvantage of Supplemental Internal Publications is that they are usually referred to as the management’s voice and not employees’ voice (Hopkins, 2006).

References

Hopkins, L. (2006). What is internal communication? Web.

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Lind, M. R. (1999). The gender impact of temporary virtual work groups. IEEE Transactions on Professional Communication, 42(4), 276.

Oxford Economics USA. (2009). The return on investment of U.S. business travel. Web.

Rosen, B., Furst, S., & Blackburn, R. (2007). Overcoming barriers to knowledge sharing in virtual teams. Organizational Dynamics, 36(3), 259-273.

Storper, M., & Venables, A.J. (2004). Buzz: Face-to-face contact and the urban economy. Journal of Economic Geography, 4, 351-370.

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