There are lots of ways to communicate. Email, telephone (and the ever present voice mail), fax and in-person are some of the common methods of sharing information. Sharing information: that’s the whole point of communication, right?

But how we communicate has a huge influence on how effectively information is shared among us. We could get into a lengthy discussion about communications skills, but what I’m referring to in this instance is the actual means by which we pass information back and forth.

I think we can all agree that in-person, face-to-face conversation is probably the most effective method of communicating. The words exchanged between two or more people in a conversation often tell only a small part of the story. Additional meaning comes from displayed emotion, body language, tone of voice and context. And in the course of the conversation there are opportunities to clarify statements or questions you don’t understand. That’s real two-way communication.

But here we are in the real world. To save time and to communicate over long distances we often use other methods of sharing information. Each of the other methods given as examples above leave something to be desired.

How many times have you read an email with an unclear meaning? I bet if you think about it, there are many occasions when you close the message on your computer screen wondering, “Now just what exactly does she mean by that?”

How about phone calls? Do you sometimes wonder if the person at the other end is really listening? Maybe they’re “multi-tasking” while they politely allow you to say what’s on your mind. Or rolling their eyes, their inner voice saying, “Not another salesperson.”

Voice mail? How often do you leave (or receive) a disjointed or rambling message? Delete!

Faxes may serve a purpose if all you need to do is transmit a fact sheet or invoice. But they fall way short when you want to communicate meaningfully about a sales proposal, for example.

The common thread that makes all of these forms of communication less effective than in-person conversation is that they’re all forms of one-way communication. There’s no interaction. The information is just “put out there” without context.

So what do you think? If you had to choose one means of communication over others what would it be?

For me, in-person, face-to-face conversation is the way to go. Relationship building is much easier in person and you have the advantage of getting meaning from the non-verbal language that’s also going on.

Next on my list is a telephone conversation – at least you might get some clarity from the other party’s tone of voice.

Email is the practical way to keep up with “big volume” communications and busy schedules – but make sure you express yourself clearly and professionally when you send an email. And don’t shy away from asking for clarification when you receive an email you don’t quite understand.

Voice mail is a necessary evil. Become skilled at leaving good messages.

These days, for most of us, fax is just not necessary.

Leave your comments to let me know what you think.

Happy selling!

Pat Hassett

P.S. Tell a friend.