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How Telephone Used and What Their Value in An Organization?: Communication Is More Than Words

Telephones still provide value for businesses through personal, immediate contact despite the rise of new communication technologies. A phone call allows for real-time interaction and leaves less room for misinterpretation compared to asynchronous methods like email and texting. While other media focus more on words, research shows that tone of voice and body language account for over 90% of communication effectiveness. Conference calls specifically allow geographically dispersed teams to interact virtually at low cost. Phone calls are also well-suited for sensitive discussions where confidentiality is important.

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Melvin Ricana
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40 views2 pages

How Telephone Used and What Their Value in An Organization?: Communication Is More Than Words

Telephones still provide value for businesses through personal, immediate contact despite the rise of new communication technologies. A phone call allows for real-time interaction and leaves less room for misinterpretation compared to asynchronous methods like email and texting. While other media focus more on words, research shows that tone of voice and body language account for over 90% of communication effectiveness. Conference calls specifically allow geographically dispersed teams to interact virtually at low cost. Phone calls are also well-suited for sensitive discussions where confidentiality is important.

Uploaded by

Melvin Ricana
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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How telephone used and what their value in an organization?

Person-to-person telephone calls do not command the primary communication


role they once had back before the information age blossomed. Businesses have
numerous other options for communicating now, such as email, texting and social
media. Telephone communication may be slower than its new-media counterparts, but
it still has benefits in an increasingly impersonal world. The telephone call, which
connects a caller with a human voice, creates a connection that other media may lack
and is still an important business component. Personal and Immediate

Short of talking with someone face-to-face, a phone call is the best way to get a
personal response. If the person you called is available, you can take care of business
on the spot. With other forms of communication, such as texting or email, you leave a
message and hope for a quick response. Phone calls have a vocal backup in the form
of voice mail. The caller can leave a detailed voice message, without the restriction of
a certain number of characters or typing a text message on a tiny cell-phone keypad.

Communication is More than Words

A classic article on communication theory, “Inference of Attitudes from Nonverbal


Communication in Two Channels,” named three components of effective
communication: body language accounts for 55 percent of communication, voice tone
for 38 percent and spoken words for just 7 percent. This analysis is still widely
accepted as the basis for effective communication today.

The Value of Interactive Communication

Teleconferencing calls bring people together from all over the organization at a
fraction of the cost of travel and meeting facilities. Attendees can phone in using a toll-
free number and access code to join a virtual conference room where members can
interact with the moderator and other members. Conference calls can be used in
conjunction with video conferencing to view presentations, ask questions via the
internet and discuss answers with all attendees.

Phone Calls and Confidentiality

Some communications, such as condolences, disciplinary issues, sensitive and


confidential issues, should be handled with a personal phone call. Taking the time to
make a phone call carries more weight than an impersonal text or email. Without the
opportunity for two-way communication, sensitive issues may be misinterpreted. Text
messages and emails become legal documents and can be retrieved as evidence long
after deletion. Some businesses monitor and record phone conversations between
employees and customers for training purposes. Deleted voice-mail messages may
not be retrieved and do not leave a record of the conversation.

Safe Use of Phones


Making phone calls while driving may be hazardous, but Bluetooth technology makes
hands-free dialing and conversation safe – freeing up travel time to provide availability
for business calls. Texting and emailing while driving are hazardous and, in some
states, illegal.

How e-mail is used and what their value in an organization?

No matter what business you’re in, email has you spoiled. This amazing tech, now
decades old, lets you send messages around the world in seconds, almost for free.
From a laptop or smartphone, you can use email to do business from the beach or the
boardroom, and literally anywhere in between. Although a few uses remain for
traditional mail, email can handle all the basics: ordering, billing, contracts,
announcements and more.

Lightning-Fast Communication

Communicating by email is almost instantaneous, which enhances communications by


quickly disseminating information and providing fast response to customer inquiries. It
also allows for quicker problem-solving and more streamlined business processes. As
a result, small business owners can accomplish more in less time.

Shrinking Your World

Email reduces geographic and time zone barriers for businesses. Employees or
contractors from around the world can communicate, regardless of their location.
Likewise, customers can send sales questions and support requests by email based
on their own time zone schedules.

Targeting Your Customers

Email lets businesses market to targeted audiences. Customers can opt in to receive
email communications about products they own, sales or new items. Customers who
receive targeted emails based on their preferences are likely to be more receptive.
Email marketing can also target customers based on their status with a business. For
example, a business can tailor messaging to new customers, existing customers and
repeat customers.

Efficiency and Productivity

Email can help increase productivity. Business owners can communicate with
established distribution lists, automatically forward information based on a topic, or
send information to specific individuals as needed. Most email software provides
customization features you can tailor to the type of work performed, volume of daily
email messages and the needs of the worker. Effective email use can reduce over-
dependence on face-to-face consultations and meetings.

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