27-03-2014, 03:46 PM
Telephoning versus face to face communication
Introduction about definitions of communication
There are various definitions of communication. The word itself is derived from the Latin verb communicare, which means "to share" or "to make common".
Three Simple Definitions: -
1, Communication is the sharing of information
2, Communication is the giving and receiving of messages
3, Communication is the transfer of information from one or more people to one or more other people
The first of these three definitions is the simplest, and also the broadest. Because of those qualities, it is also a little nonspecific. The second definition reminds us that information, here called a message, must be received, as well as sent, to complete the process. For example, a message launched in a bottle might achieve communication, but it also might not.
None of the above definitions requires information to flow in more than one direction (though the first two do rather imply this). Two-way communication is certainly more common, and is often preferable, but a one-way delivery of information, such as advice or instructions, still constitutes communication.
The last definition above only applies to communication between people. This last definition is perfectly satisfactory for our purposes, though, about communication between people. That implies at least two people – one at each "end" of the process. It can, of course, involve many more than two people
Communication is neither transmission of message nor message itself. It is the mutual exchange of understanding, originating with the receiver. Communication needs to be effective in business. Communication is essence of management. The basic functions of management (planning, organizing, staffing, directing and controlling) cannot be performed well without effective communication. Business communication involves constant flow of information. Feedback is integral part of business communication. Organizations these days are verily large. It involves number of people. There are various levels of hierarchy in an organization. Greater the number of levels, the more difficult is the job of managing the organization. Communication here plays a very important role in process of directing and controlling the people in the organization. Immediate feedback can be obtained and misunderstandings if any can be avoided. There should be effective communication between superiors and subordinated in an organization, between organization and society at large (for example between management and trade unions). It is essential for success and growth of an organization. Communication gaps should not occur in any organization.
Face to face communication
Face to face communication is the one way of communication in which two groups of communicator that the speaker and listener involved and communicate with each other in different forms. Face to face communication is the direct communication that is experienced by the receiver and the sender in a direct way. This is the basic form of communication and is a type of oral communication. Many times face-to-face communication may also form a part of non-verbal communication where the sender and the receiver can exchange messages just through their body language or facial expressions. Such kind of communicational processes help in decreasing the communication gaps and breaks.
Resolution of misunderstandings
In a workplace where thousands of employees work, it is possible there might be small misunderstandings and conflicts that can arise and needs resolution. When you aim to resolve such conflicts, face-to-face communication is the best form of communication to resolve it as it helps in reducing the gaps of communication. Also when a person shows genuineness in his conversation and body language, it reflects better in face-to-face communication methods. Resolution of problems becomes simple when confidence builds in and the listener can feel the genuineness of the sender.
The telephone communication
Telephone communication can be casual, between friends, or a more formal part of business. The telephone is the most important means of communication in business.
Billions of business telephone calls are made each year. It’s hard to imagine a business operating efficiently without a telephone. When the service is interrupted, even for just an hour or so, businesses complain loudly about their losses!
Without the telephone, organizations would be a mess. Business would grind to a halt. The slowness of written communications and the time and costs associated with face-to-face meetings would soon become intolerable. In fact, we have had reliable business telephone service for so long that it has become an integral part of the way we do business.
Effective telephone communication begins before you even pick up the phone
Thinking about what message you need or want to convey, how you propose to get your information across and how to listen well are all part of effective telephone communication. Communicating over the telephone is much more effective when both parties can hear each other clearly without background noise. Plan to make your call, whether it's for work or just to catch up with an old friend, at a time in which you are not required to attend to any other business. If you are taking an incoming call, try to find a quiet spot in your home where your caller will not be competing with the rest of your family. Blaring noises, such as the television, road traffic and needy children, can interfere with both your listening and communication skills, making it more difficult for you to conduct the business of your telephone call
Conclusion
As a conclusion both telephoning and face to face communication are means of communication; they have their own similarity and difference and their own advantage and disadvantage. We choose our means of communication depending on the kind of business activity, since face to face communication is preferable for some kinds of business and also telephoning is preferable for other kinds of business.
In order to conduct effective business communication we need to choose the appropriate means of communication for the appropriate kind of business.