Effective Methods of Communication within an Organization

There are several effective methods of communicating within an organization. First however, several things must be considered when selecting the appropriate medium. You must consider the context, audience, and purpose of your communication. Listed below are various acceptable modes of communication and a brief description of their applications.
Letters
Letters are appropriate for official business communications outside an organization and first contacts with new associates or customers. Letters with a printed letterhead and a handwritten signature represents formality, respect, and authority. This ensures that the information is accurate and that the sender will honor it.

Memos
Memos are appropriate for internal communications among members of an organization. This applies even if the offices are geographically separated. These will usually be printed on company stationery or attached to an email and will usually be standardized within the organization. Memos are convenient for a wider variety of functions than letters: announcements; short reports; etc.

E-mail
E-mail is used to send info, maintain professional relationships, elicit discussions, collect opinions, and transmit many other kinds of messages. E-mail is less formal than both letters and memos. One great advantage is that the same info can be sent simultaneously at great speed to many people. However, they should always be written with care and reviewed for accuracy before being sent since recipients can easily be printed out or forwarded to others.

Faxes
Faxes are most appropriate when speed is essential or information must be viewed in its original form. They are also useful when the recipient does not have email access or when graphic material has not yet been converted in to electronic form. Faxes are even acceptable in legal correspondence in most cases. Faxed letters should always be sent with a cover sheet or a commercially prepared fax stick-on label.

Phone Calls
Telephone calls are most useful in resolving misunderstanding or clarifying information since participants can interpret tone of voice. Phone calls are considered informal and no official record is taken. Participants should therefore be sure to take notes for their own information.