Communication Strategies

Professionals have various options of communication available to them. Memos, letters and electronic mails are three of such options.

Memos are like letters only shorter, to the point and convenient. They are used when communicating internally within a company structure when the message to be conveyed is professional. They are also used when appreciating or good behavior by individuals and groups. If certain employees are to be fired, a memo is very appropriate as it comes in handy in the event of a lawsuit. A memo can be used to query the progress and request for information on an on-going project. Use of a memo also extends to informing recipients of a change in policy, change in prices or even insisting that a particular employee turn up for a meeting. In writing a memo, one should choose their words carefully, stick to the subject and not make it personal.

Letters can be formal or informal. Informal letters are appropriate for personal matters e.g. friends, family and close acquaintances. When one wants to convey a message to be taken seriously by the recipient, a business letter is used. It is also sent when the recipient requires time to analyze the message seriously and act upon it, when a permanent record of the conveyed message is desired or when the intended point of the message is lengthy and full of information (Reep, 2003). In a business, a letter is vital when conveying disappointing or encouraging news to a client and when addressing a complaint with an external party or client concerning a company product

Electronic mail is a recent form of communication that is appropriate when sending a message attached with documents to a client immediately in another region. In an organization with many branches, email is used as a form of communication between employees and the management.  It is appropriate when sending a common message to a number of people and this especially applies in an organization if one wants to send a common message to several employees e.g. to inform them of a meeting. This is one of the quickest ways to send a message (Evin, 2009)