{"id":38,"date":"2018-05-27T23:55:33","date_gmt":"2018-05-28T03:55:33","guid":{"rendered":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/chapter\/2-5-channels\/"},"modified":"2019-05-08T14:09:47","modified_gmt":"2019-05-08T18:09:47","slug":"3-5-channels","status":"publish","type":"chapter","link":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/chapter\/3-5-channels\/","title":{"raw":"3.5 Channels","rendered":"3.5 Channels"},"content":{"raw":"
\r\n

Purpose is closely associated with channel. We need to consider the purpose when choosing a channel. From source to receiver, message to channel, feedback to context, environment, and interference, all eight components play a role in the dynamic process. While writing often focuses on an understanding of the receiver (as we\u2019ve discussed) and defining the purpose of the message, the channel\u2014or the \u201chow\u201d in the communication process\u2014deserves special mention.<\/p>\r\nSo far, we have discussed a simple and traditional channel of written communication: the hard-copy letter mailed in a standard business envelope and sent by postal mail. But in today\u2019s business environment, this channel is becoming increasingly rare as electronic channels become more widely available and accepted.\r\n\r\nWhen is it appropriate to send an instant message or text message versus a conventional e-mail or fax? What is the difference between a letter and a memo? Between a report and a proposal? Writing itself is the communication medium, but each of these specific channels has its own strengths, weaknesses, and understood expectations that are summarized in Table 2.5.1.\r\n

Table 2.5.1 Written communication channels<\/div>\r\n
\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n
Channel<\/strong><\/td>\r\nStrengths<\/strong><\/td>\r\nWeaknesses<\/strong><\/td>\r\nExpectations<\/strong><\/td>\r\nWhen to choose<\/strong><\/td>\r\n<\/tr>\r\n
Instant message or text message<\/strong><\/td>\r\nVery fastGood for rapid exchanges of small amounts of information\r\n\r\nInexpensive<\/td>\r\nInformalNot suitable for large amounts of information\r\n\r\nAbbreviations lead to misunderstandings<\/td>\r\nQuick response<\/td>\r\nInformal use among peers at similar levels within an organizationYou need a fast, inexpensive connection with a colleague over a small issue and limited amount of information<\/td>\r\n<\/tr>\r\n
Channel<\/strong><\/td>\r\nStrengths<\/strong><\/td>\r\nWeaknesses<\/strong><\/td>\r\nExpectations<\/strong><\/td>\r\nWhen to choose<\/strong><\/td>\r\n<\/tr>\r\n
Email<\/strong><\/td>\r\nFastGood for relatively fast exchanges of information\r\n\r\n\u201cSubject\u201d line allows compilation of many messages on one subject or project\r\n\r\nEasy to distribute to multiple recipients\r\n\r\nInexpensive<\/td>\r\nMay hit \u201csend\u201d prematurelyMay be overlooked or deleted without being read\r\n\r\n\u201cReply to all\u201d error\r\n\r\n\u201cForward\u201d error\r\n\r\nLarge attachments may cause the e-mail to be caught in recipient\u2019s spam filter<\/td>\r\nNormally a response is expected within 24 hours, although norms vary by situation and organizational culture<\/td>\r\nYou need to communicate but time is not the most important considerationYou need to send attachments (provided their file size is not too big)<\/td>\r\n<\/tr>\r\n
Channel<\/strong><\/td>\r\nStrengths<\/strong><\/td>\r\nWeaknesses<\/strong><\/td>\r\nExpectations<\/strong><\/td>\r\nWhen to choose<\/strong><\/td>\r\n<\/tr>\r\n
Fax<\/strong><\/td>\r\nFastProvides documentation<\/td>\r\nReceiving issues (e.g., the receiving machine may be out of paper or toner)Long distance telephone charges apply\r\n\r\nTransitional telephone-based technology losing popularity to online information exchange<\/td>\r\nNormally, a long (multiple page) fax is not expected<\/td>\r\nYou want to send a document whose format must remain intact as presented, such as a medical prescription or a signed work orderAllows use of letterhead to represent your company<\/td>\r\n<\/tr>\r\n
Channel<\/strong><\/td>\r\nStrengths<\/strong><\/td>\r\nWeaknesses<\/strong><\/td>\r\nExpectations<\/strong><\/td>\r\nWhen to choose<\/strong><\/td>\r\n<\/tr>\r\n
Memo<\/strong><\/td>\r\nOfficial but less formal than a letterClearly shows who sent it, when, and to whom<\/td>\r\nMemos sent through e-mails can get deleted without reviewAttachments can get removed by spam filters<\/td>\r\nNormally used internally in an organization to communicate directives from management on policy and procedure, or documentation<\/td>\r\nYou need to communicate a general message within your organization<\/td>\r\n<\/tr>\r\n
Channel<\/strong><\/td>\r\nStrengths<\/strong><\/td>\r\nWeaknesses<\/strong><\/td>\r\nExpectations<\/strong><\/td>\r\nWhen to choose<\/strong><\/td>\r\n<\/tr>\r\n
Letter<\/strong><\/td>\r\nFormalLetterhead represents your company and adds credibility<\/td>\r\nMay get filed or thrown away unreadCost and time involved in printing, stuffing, sealing, affixing postage, and travel through the postal system<\/td>\r\nSpecific formats associated with specific purposes<\/td>\r\nYou need to inform, persuade, deliver bad news or negative message, and document the communication<\/td>\r\n<\/tr>\r\n
Channel<\/strong><\/td>\r\nStrengths<\/strong><\/td>\r\nWeaknesses<\/strong><\/td>\r\nExpectations<\/strong><\/td>\r\nWhen to choose<\/strong><\/td>\r\n<\/tr>\r\n
Report<\/strong><\/td>\r\nCan require significant time for preparation and production<\/td>\r\nRequires extensive research and documentation<\/td>\r\nSpecific formats for specific purposes<\/td>\r\nYou need to document the relationship(s) between large amounts of data to inform an internal or external audience<\/td>\r\n<\/tr>\r\n
Channel<\/strong><\/td>\r\nStrengths<\/strong><\/td>\r\nWeaknesses<\/strong><\/td>\r\nExpectations<\/strong><\/td>\r\nWhen to choose<\/strong><\/td>\r\n<\/tr>\r\n
Proposal<\/strong><\/td>\r\nCan require significant time for preparation and production<\/td>\r\nRequires extensive research and documentation<\/td>\r\nSpecific formats for specific purposes<\/td>\r\nYou need to persuade an audience with complex arguments and data<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/div>\r\nBy choosing the correct channel for a message, you can save yourself many headaches and increase the likelihood that your writing will be read, understood, and acted upon in the manner you intended.\r\n\r\nIn terms of writing preparation, you should review any electronic communication before you send it. Spelling and grammatical errors will negatively impact your credibility. With written documents, we often take time and care to get it right the first time, but the speed of instant messaging, text messaging, or emailing often deletes this important review cycle of written works. Just because the document you prepare in a text message is only one sentence long doesn\u2019t mean it can\u2019t be misunderstood or expose you to liability. Take time when preparing your written messages, regardless of their intended presentation, and review your work before you click \u201csend.\u201d\r\n\r\n<\/div>\r\n

Attribution<\/h2>\r\nThis chapter is an adaptation of\u00a0Chapter 5.2 \"Think, then write: Writing preparation\"<\/a> in\u00a0Business Communication for Success<\/a> and is used under a\u00a0CC-BY-NC-SA 4.0 International<\/a>\u00a0license.","rendered":"
\n

Purpose is closely associated with channel. We need to consider the purpose when choosing a channel. From source to receiver, message to channel, feedback to context, environment, and interference, all eight components play a role in the dynamic process. While writing often focuses on an understanding of the receiver (as we\u2019ve discussed) and defining the purpose of the message, the channel\u2014or the \u201chow\u201d in the communication process\u2014deserves special mention.<\/p>\n

So far, we have discussed a simple and traditional channel of written communication: the hard-copy letter mailed in a standard business envelope and sent by postal mail. But in today\u2019s business environment, this channel is becoming increasingly rare as electronic channels become more widely available and accepted.<\/p>\n

When is it appropriate to send an instant message or text message versus a conventional e-mail or fax? What is the difference between a letter and a memo? Between a report and a proposal? Writing itself is the communication medium, but each of these specific channels has its own strengths, weaknesses, and understood expectations that are summarized in Table 2.5.1.<\/p>\n

Table 2.5.1 Written communication channels<\/div>\n
\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
Channel<\/strong><\/td>\nStrengths<\/strong><\/td>\nWeaknesses<\/strong><\/td>\nExpectations<\/strong><\/td>\nWhen to choose<\/strong><\/td>\n<\/tr>\n
Instant message or text message<\/strong><\/td>\nVery fastGood for rapid exchanges of small amounts of information<\/p>\n

Inexpensive<\/td>\n

InformalNot suitable for large amounts of information<\/p>\n

Abbreviations lead to misunderstandings<\/td>\n

Quick response<\/td>\nInformal use among peers at similar levels within an organizationYou need a fast, inexpensive connection with a colleague over a small issue and limited amount of information<\/td>\n<\/tr>\n
Channel<\/strong><\/td>\nStrengths<\/strong><\/td>\nWeaknesses<\/strong><\/td>\nExpectations<\/strong><\/td>\nWhen to choose<\/strong><\/td>\n<\/tr>\n
Email<\/strong><\/td>\nFastGood for relatively fast exchanges of information<\/p>\n

\u201cSubject\u201d line allows compilation of many messages on one subject or project<\/p>\n

Easy to distribute to multiple recipients<\/p>\n

Inexpensive<\/td>\n

May hit \u201csend\u201d prematurelyMay be overlooked or deleted without being read<\/p>\n

\u201cReply to all\u201d error<\/p>\n

\u201cForward\u201d error<\/p>\n

Large attachments may cause the e-mail to be caught in recipient\u2019s spam filter<\/td>\n

Normally a response is expected within 24 hours, although norms vary by situation and organizational culture<\/td>\nYou need to communicate but time is not the most important considerationYou need to send attachments (provided their file size is not too big)<\/td>\n<\/tr>\n
Channel<\/strong><\/td>\nStrengths<\/strong><\/td>\nWeaknesses<\/strong><\/td>\nExpectations<\/strong><\/td>\nWhen to choose<\/strong><\/td>\n<\/tr>\n
Fax<\/strong><\/td>\nFastProvides documentation<\/td>\nReceiving issues (e.g., the receiving machine may be out of paper or toner)Long distance telephone charges apply<\/p>\n

Transitional telephone-based technology losing popularity to online information exchange<\/td>\n

Normally, a long (multiple page) fax is not expected<\/td>\nYou want to send a document whose format must remain intact as presented, such as a medical prescription or a signed work orderAllows use of letterhead to represent your company<\/td>\n<\/tr>\n
Channel<\/strong><\/td>\nStrengths<\/strong><\/td>\nWeaknesses<\/strong><\/td>\nExpectations<\/strong><\/td>\nWhen to choose<\/strong><\/td>\n<\/tr>\n
Memo<\/strong><\/td>\nOfficial but less formal than a letterClearly shows who sent it, when, and to whom<\/td>\nMemos sent through e-mails can get deleted without reviewAttachments can get removed by spam filters<\/td>\nNormally used internally in an organization to communicate directives from management on policy and procedure, or documentation<\/td>\nYou need to communicate a general message within your organization<\/td>\n<\/tr>\n
Channel<\/strong><\/td>\nStrengths<\/strong><\/td>\nWeaknesses<\/strong><\/td>\nExpectations<\/strong><\/td>\nWhen to choose<\/strong><\/td>\n<\/tr>\n
Letter<\/strong><\/td>\nFormalLetterhead represents your company and adds credibility<\/td>\nMay get filed or thrown away unreadCost and time involved in printing, stuffing, sealing, affixing postage, and travel through the postal system<\/td>\nSpecific formats associated with specific purposes<\/td>\nYou need to inform, persuade, deliver bad news or negative message, and document the communication<\/td>\n<\/tr>\n
Channel<\/strong><\/td>\nStrengths<\/strong><\/td>\nWeaknesses<\/strong><\/td>\nExpectations<\/strong><\/td>\nWhen to choose<\/strong><\/td>\n<\/tr>\n
Report<\/strong><\/td>\nCan require significant time for preparation and production<\/td>\nRequires extensive research and documentation<\/td>\nSpecific formats for specific purposes<\/td>\nYou need to document the relationship(s) between large amounts of data to inform an internal or external audience<\/td>\n<\/tr>\n
Channel<\/strong><\/td>\nStrengths<\/strong><\/td>\nWeaknesses<\/strong><\/td>\nExpectations<\/strong><\/td>\nWhen to choose<\/strong><\/td>\n<\/tr>\n
Proposal<\/strong><\/td>\nCan require significant time for preparation and production<\/td>\nRequires extensive research and documentation<\/td>\nSpecific formats for specific purposes<\/td>\nYou need to persuade an audience with complex arguments and data<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n

By choosing the correct channel for a message, you can save yourself many headaches and increase the likelihood that your writing will be read, understood, and acted upon in the manner you intended.<\/p>\n

In terms of writing preparation, you should review any electronic communication before you send it. Spelling and grammatical errors will negatively impact your credibility. With written documents, we often take time and care to get it right the first time, but the speed of instant messaging, text messaging, or emailing often deletes this important review cycle of written works. Just because the document you prepare in a text message is only one sentence long doesn\u2019t mean it can\u2019t be misunderstood or expose you to liability. Take time when preparing your written messages, regardless of their intended presentation, and review your work before you click \u201csend.\u201d<\/p>\n<\/div>\n

Attribution<\/h2>\n

This chapter is an adaptation of\u00a0Chapter 5.2 “Think, then write: Writing preparation”<\/a> in\u00a0Business Communication for Success<\/a> and is used under a\u00a0CC-BY-NC-SA 4.0 International<\/a>\u00a0license.<\/p>\n","protected":false},"author":320,"menu_order":1,"template":"","meta":{"pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[],"contributor":[],"license":[],"class_list":["post-38","chapter","type-chapter","status-publish","hentry"],"part":26,"_links":{"self":[{"href":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/wp-json\/pressbooks\/v2\/chapters\/38","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/wp-json\/wp\/v2\/users\/320"}],"version-history":[{"count":3,"href":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/wp-json\/pressbooks\/v2\/chapters\/38\/revisions"}],"predecessor-version":[{"id":262,"href":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/wp-json\/pressbooks\/v2\/chapters\/38\/revisions\/262"}],"part":[{"href":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/wp-json\/pressbooks\/v2\/parts\/26"}],"metadata":[{"href":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/wp-json\/pressbooks\/v2\/chapters\/38\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/wp-json\/wp\/v2\/media?parent=38"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/wp-json\/pressbooks\/v2\/chapter-type?post=38"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/wp-json\/wp\/v2\/contributor?post=38"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/wp-json\/wp\/v2\/license?post=38"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}