To meet or not to meet? Choosing the right method of communication.

I’ve been delivering lots of people management training over the last few weeks to some great delegates. In all the sessions communication has been a theme and source of discussion and debate. Particularly topical has been the issue of when it’s appropriate to use face to face communication or meetings and when to use technology.

So like an internet romance considering taking the next step, the question is to meet or not to meet? When are meetings a good thing and when are they meetings for the sake of meetings? When is technology a cost saving, efficient, practical way to communicate and when is it inappropriate or dangerous?

I am sure many of us can recognise or have experienced some of the negatives and dangers of poor communication. Meetings that go on forever with no agenda, or take place “because we have always done it this way”. The meetings we are invited to attend and wonder why we are even there. The heated and dangerous letting off steam whilst hiding behind an email or those “difficult conversations” held through an email trail that should be a face to face exchange of reactions and responses.

If you have read my past blogs you may recall that I am a firm believer in getting it right with face to face communication. The topic of emoticons arose at a recent training event where a delegate noted that people will often put bad news in an email or say something quite strongly worded then add a smiley face to soften the blow. Like a little back up plan. “I am saying this but in case you don’t like it I will add a smiley face and say I was being cheeky”. I very much doubt we would walk up to a colleague and say “your work is rubbish” then smile at them and say just kidding, so why do this in writing?

So how do we choose appropriate methods of communication within the workplace?

My first piece of advice is consider your desired outcome before you determine how to communicate and then match your method of communication accordingly. Are you trying to motivate, consult, persuade, inform, empathise, brainstorm or review? All of these are better suited to different methods. To inform a large group an email is practical and cost effective and logistically sensible but for a sensitive conversation one to one would be much better served.

Before you communicate ask yourself some simple questions and use the answers to choose your method:

What do I want to achieve?

What is the best way to get my message across?

How can I ensure rapport is maintained?

How will they take it?

Logistics- How many people need to know? Cost for company? Practicalities?

My second piece of advice is to take some time to review how you communicate with your teams and within your organisation. What do you currently do, what works well and what not so well? What is habit and what could you change? It can be surprising the answers you find when you take a moment to review.

“Meetings for meeting sake” is no benefit to anyone. Do you hold meetings that do not need to happen? Do you invite people that do not need to be there? Do you use a clear agenda with a chair to control timings? Do you have a clear email policy on when and how this should be used?

Do you have managers trained in how to hold difficult conversations face to face?

Reflect honestly and you may find time some saving changes and new ideas to communicate more effectively. If you are a creature of habit and prefer a certain method of communication, step outside your comfort zone and try another that may be better suited or more effective.

My final advice is use technology wisely. Using it to hide behind when you should meet face to face or vent issues is a flaw. Using it to save travel, money and time, improve work life balance, be environmentally friendly or bring together those miles apart is clever and sensible.

Thanks for reading and happy reviewing.