Tips and Tricks for Choosing the Right Communication Solution for Your Business

June 20, 2014 Brian Beattie

Without a doubt the rapidly changing technology industry has greatly influenced businesses around the world, and this can be seen especially through emerging modes of alternative communication. At Volaris, we recognize that as a global company we need to know how to collaborate effectively; working closely with our acquisitions and our customers is crucial to our success. So how do we choose exactly what mode of communication to use with our co-workers, acquisitions and customers from all areas of the globe?

With such easy and inexpensive access to technology communication systems such as video and phone conferencing, it’s easy to see why many companies are moving towards long-distance collaboration. Undoubtedly video conferencing can be a great benefit to businesses, as it cuts down on the costly loss of time and money caused by excessive air travel.

However, it’s also important to recognize that communication technologies should not replace air travel and face-to-face communication altogether. There are just some business practices that need to be done in person. So how do you know when to do which? Here we’ve broken down some different modes of communication, and when we think each proves to be most effective:

When to Email

Emailing has become a central part of business. Email is most effective for simple question and answer solutions, one-on-one communication, and calendar reminders. On the other hand, when group collaboration and brainstorming are necessary, sending out multiple emails with new updates is not entirely effective - this is when you should opt for another mode of communication.

When to Video Conference

Video Conferencing is a great way to communicate with a small group of people. Using this method to generate new ideas, check in on the progress of certain projects, and to work through small issues saves tons of time and frustration for all parties involved. You can work together quickly to come up with solutions that work for everyone in a real-time environment.

Additionally, at Volaris we use collaborative communities on our intranet as a tool which enables teams to work together, often from remote areas. Teams are able to update shared documents, complete task lists and communicate on discussion boards which enables team success from all areas of the globe. Using an intranet system is a great way to carry out projects after the big decisions have already been made. 

When to Fly Out

On the flip side, dealing with a large group of people, trying to train personnel, or to land new clients are business ventures that lend themselves better to face to face interaction. At Volaris, not only do I spend a frequent amount of time flying across the globe to meet with others, but many of our employees do so as well. Face to face contact is key to establishing healthy business relationships. After the deal has been signed and you’ve worked through the major decisions and content, video conferencing can become a great asset to your business endeavors.

Remember

The reality is that there are some unfortunate drawbacks to each method of communication. For example, as a global company we have learned that in some locations video conferencing is just not feasible. Having a live meeting could very well require someone to get up in the middle of the night! Also, even though video conferencing software cuts costs, we want to remember that our primary focus is to deliver effective products and solutions. This means that sometimes money spent on air travel is money well spent.

Just remember that working together effectively requires different forms of communication. Knowing when to email, video conference or use air travel is important for any business to grow and succeed.

Your Turn

Are there specific situations when you prefer a certain mode of communication? Does your business use one more than any other? Let us know in the comments below, and like and share with us on Instagram, Facebook, and Twitter.

About the Author

Brian Beattie

Brian Beattie is the Chief Financial Officer at Volaris Group. Besides overseeing the financial health of the company, he works closely with Volaris’ legal and M&A team on all new acquisitions. Brian is an expert on every stage of the M&A process – from sending out the non-disclosure agreement to executing the sales purchase agreement.

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