The choice of communication is greatly determined by a multitude of factors that are supposed to aid in the process of message delivery. The main goal is to pass the message from the sender to the recipient with a high degree of accuracy and clarity.
Message transference is often prone to errors that can lead to misinterpretation of all kinds by the recipient. This is why all the underlying factors have to be considered, to avoid wasting resources and opportunities. Communication channels have to be evaluated closely so as to ascertain their suitability. A communication channel is a means of transmitting messages from the sender to the recipient. This is often a physical medium that handles the process of message transmission.
The other metric that comes in handy is cost evaluation of deploying one channel of communication versus the benefits derived. The cost should not outweigh the benefits, otherwise the organization or business will end up making losses.
The other factors that organizations need to consider include security, safety, and confidentiality of the channel at play. If the message being transmitted calls for high levels of confidentiality then the mode of communication ought to facilitate the process. Same applies to classified messages, they need high levels of security.
The context also plays an important role in many cases, the communication mode being used needs to align with the relationship that the sender has with the receiver. Other factors such as the emotional well-being of the parties involved should be taken into account.
These factors lay a perfect backdrop against which informed decisions can be made in an objective manner. This reduces the probability of errors. The other factors include:
The cost incurred
The cost incurred over the long-term is crucial. The cost of communication should be taken into account and an objective analysis should be done to ensure that the expenditure is feasible. The communication channel needs to be affordable and sustainable.
Safety is paramount
The communication medium needs to be safeguarded for safety purposes. This is why the sender and the recipient need to use a channel that is safe.
Urgency of the message
The speed at which a message needs to be delivered should dictate the kind of channel that is going to be used. Time is of the essence in the business world and that’s why the right channel needs to be used. If this factor is not considered the business might end up making losses due to inefficiencies. A perfect balance needs to be in place between the cost and the time spent.
The underlying technology
The parties involved in the communication need to be using the same kind of technologies. If that’s not the case, the supporting technology needs to be compatible. Both the sender and the recipient need to have access to the appropriate tools that will support communication
The nature of the message
The nature of the message determines the communication channel that’s going to be deployed. Is the message private, urgent or confidential? This will determine the kind of communication channel to be used.
If the records are very important, that should also be noted and the appropriate communication channel should be used. In some organizations communication to be documented and taken into record.
Classified messages with a high level of secrecy need to be transmitted over the appropriate channel. This guarantees safety from compromise and other malicious attacks. Messages that are confidential in nature call for specialized communication channels that can facilitate features such as end to end encryption.
Communication channels such as telephones are not necessarily safe because they can be tapped and overheard. The same applies to emails since they might be hacked. For high level of secrecy, the parties involved might have to consider face to face communication.
This is a factor that’s very detrimental in determining the channel of communication that’s going to be deployed by the parties involved. If the relationship between the parties is official, then the parties might have to use an official channel of communication. If the relationship is not official, there are many options that can be implemented.
The protocols used in small businesses are different from those implemented in large organizations. For this reason, it’s important for the policies and protocols in the business to be observed and taken into account.
If the sender and the receiver are within the same proximity, then they can use a variety of communication channels. If the distance between the sender and the receiver is long, then the appropriate channel needs to be used.
Reliability and accuracy
It’s important for the organization or business in question to consider the reliability of the channel that’s being used for communication. This will greatly reduce the inconvenience that often arises from the lack of reliability with some of the communication channels. The mode of communication being used needs to be very reliable such that there’s no distortion.