Choosing the right communication method: A guide for Maine businesspeople
Courtesy / Marshall Communications
Ann Leamon, left, and Nancy Marshall
Thanks to technology, we have many more choices in how we communicate with others today than we did 30 years ago. But sometimes more choices makes things more confusing.
From emails to texts to in-person meetings and on into videoconferences, each method has its own strengths and weaknesses. For businesspeople, understanding when to utilize each communication method can streamline operations, enhance collaboration, and foster stronger relationships with clients and colleagues.
And getting it wrong has high stakes. Ann recently learned that her hairdresser was unavailable for their appointment — after she’d driven 75 minutes and arrived at the reception desk. The hairstylist had texted her, but Ann screens her texts and the unknown number went directly to spam.
Happily, another stylist was available so Ann could get her hair under control, but this is not what we mean by “modern communication.”
Email: The formal backbone
Email remains the cornerstone of professional communication. Its written record of interchanges makes it ideal for formal correspondence, sharing detailed information, and communicating with multiple stakeholders. For instance, if you're sending out a quarterly report to your team or drafting a proposal for a new client, email is the preferred method. It allows for thoughtful composition, comprehensive detail and easy reference. However, be careful of email overload. If it’s urgent, relying solely on email can create delays.
Texting: Quick and informal
Texting has emerged as a preferred method for quick, straightforward communication. It’s particularly effective for sending reminders, confirming appointments, or sharing brief updates. For instance, if you need to let a team member know that the meeting time has changed, a quick text is efficient — as long as you’re a “known number.” But texting has drawbacks too: Emojis render differently on different systems and texting lacks professionalism. Moreover, don’t use it as a medium of discussion!
Phone calls: A personal touch
When a conversation requires nuance, empathy or immediate feedback, a phone call can be the best option. Its real-time interaction means you can convey tone and emotion more effectively than written communication. It also allows dialogue in a way that neither email nor exchanges can. In Maine’s tight-knit business community, picking up the phone can often feel more respectful than sending an email, particularly when navigating complex issues.
In-person meetings: Building relationships
In-person meetings are invaluable for fostering relationships and collaboration. Sitting together face-to-face is always best in our opinion. Meetings are especially important in a state like Maine, where personal connections often drive business success. (U.S. Sen. Angus King, I-Maine, calls the state “one big, small town.") Whether brainstorming with your team or pitching a prospective client, face-to-face interactions can lead to deeper discussions and stronger partnerships. However, given the time and travel involved in our great big state, these meetings should be reserved for situations that truly warrant them.
Videoconferencing: Flexibility and connection
With the rise of remote work, videoconferencing platforms like Zoom, FaceTime, and Skype have become essential tools for connecting across distances. By allowing face-to-face interactions without the need for physical presence, they’re perfect for team meetings, client check-ins, or even presentations. The visual component can enhance engagement, and many platforms offer features like screen sharing, which can facilitate collaborative projects. But be sure that all participants have the necessary technology and internet bandwidth to avoid disruptions.
Sending a letter in the mail
We are big fans of letter writing. Letters in the mail are memorable and impactful. When a person takes the time to sit down, put pen to paper and send a note, it makes a lasting impression. Don’t forget to send letters to show gratitude, sympathy or recognition, or to strengthen a connection.
Finding the right balance
Ultimately, the best communication method depends on the specific situation at hand. Consider the nature of the message, the urgency, the relationship dynamics and the preferences of the individuals involved. For example, texts are great for quick updates, while a complex project discussion might require a video call or meeting. Ann once terminated a massive text exchange by calling her younger colleague, who said, “A call! What a concept!”
By thoughtfully matching the method to the situation, business leaders can enhance collaboration, improve efficiency, build stronger relationships — and drive success.
In a world where communication is key, being strategic about how we connect can make all the difference. Perhaps most importantly, when you need someone to hear your tone of voice or see compassion in your eyes, face-to-face communication is always best.
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