Good communication is very important for working well together as One Company. This month, we are focusing on a key part of our Internal Communication Guidelines: using the right tools to make our messages clear and efficient. If we pick the best way to talk to each other, we can work better together, avoid confusion, and help each other in different teams and time zones.
Below is a quick refresher to help you choose the most effective communication tool for every situation.
1. Email
Email remains our go-to for communication that requires structure, documentation, and formality.
Best used for:
Summaries of meetings
Formal requests
Sharing attachments
External communication
2. Microsoft Teams Chat
Imagine Teams as a place where you can quickly chat with others, work together easily, and share information in a friendly way when it’s needed.
Best used for:
Fast questions
Clarifications
Informal updates across teams
3. Text Messaging (Business Cell Phones)
Texts should be the exception, not the default, and reserved for time-sensitive needs.
Best used for:
Urgent updates where other channels aren’t accessible
4. Project Management Tools (e.g., Asana)
These tools keep projects moving and create alignment across teams.
Best used for:
Assigning or tracking tasks
Updating progress
Ensuring visibility and accountability
5. Phone Calls
Sometimes you need to hear a voice. Phone conversations reduce back-and-forth and help resolve issues quickly.
Best used for:
Sensitive or complex topics
Nuanced discussions
Quick resolutions
6. Face-to-Face Meetings
In person discussions (where possible) remain the most effective for deeper collaboration and relationship building.
Best used for:
Strategic planning
Performance conversations
Brainstorming
Conflict resolution
How to Choose the Right Channel
Before sending that message, ask yourself:
Urgency: Does this need attention now? Use Teams, text, or a phone call.
Formality: Is this a complex topic or decision? Use email or schedule a meeting.
Documentation: Should this be tracked? Use email or project tools.
Collaboration: Is this a discussion? Use Teams chat or schedule a meeting.
When in doubt, choose the more formal channel, and follow up with documentation as needed. Maintaining clarity, professionalism, and consistency is key to reinforcing our shared values and driving efficiency across the business.
Remember, regardless of the communication channel used, it is important to set clear expectations regarding response times. Replying quickly and carefully is important for good communication and building strong working relationships.