Communicate to All

While there may be "too much information", it is hard to judge if there is ever too much communication. We need to constantly assess if enough avenues of communication are open to enough people. In management, overly focused communication could mean too many of our resources are concentrated on only a select group of individuals, starving many others of the opportunity to know about changes and plans.

Broadly, there are four types of communication.

1. Oral: In most organizations, oral communications are presentations or speeches, often supported by visuals. Your language must be clear and strong, moving straight forward from one idea, concept or instruction to the next. Repeat important points, because the listener only gets one chance to hear each sentence, and listeners often drop out momentarily with stray thoughts of home or other more enticing subjects.
2. Written: Many groups use a variety of written communications, such as pamphlets, multi-page reports, letters, and emails. Make your document as short as possible without becoming telegraphic (so few words only the already informed understand). Introduce each message within a context, explain the idea concisely, and describe the impacts. Provide instructions for asking questions or giving comments. Clearly shown any deadlines on the first page.
3. Visual: Posters, graphics, web pages, videos, CCTV and many other modes of visual communication are open to organizations, each with their own cost effectiveness ratios. Unless done by sophisticated professionals, visual messages should be so clear that the viewer can understand the primary message with one look. Make the message so enticing that the viewer will look again for supporting information or ideas.
4. Interpersonal: Managers only succeed through successful interpersonal relationships with staff, peers, superiors, customers, etc. Think about and understand what the other person needs to know, then listen carefully and respond to their ideas and concerns. Hone interpersonal communications to improve your skills in all other types of communication, because each of the communication methods substitutes for meeting individually with the individuals you want to influence.

Every type of communication requires precision. This means that we must understand our own message so clearly that we can express it in a way that any other person can grasp our ideas. In every case, the communicator is responsible for getting the message across to the recipient.