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provide this capability. You can use instant messaging on a computer, tablet, or phone

provided the software program you’re using has that capability. It’s a great mechanism
to convey a quick, short message. Instant messaging isn’t appropriate for meetings or
complex information or for communicating with multiple people at the same time.

Video Conferencing and Voice Conferencing We talked a bit about video and
voice conferencing in the meetings section. Video conferencing is an instant
communication technique that uses Internet and telecommunications technology to
visually display reports, presentations, and/or people’s faces. It also provides audio

capabilities so you can both see and hear the other people in the conference. Video
conferencing is a multiway communication where two or more people participate in
the conference. Video conferencing participants can reside anywhere in the world and
use their Internet connection and software to connect to the meeting. Some video
conferencing requires the use of a telephone for the audio portion of the meeting and a

software program to see the desktop of the presenter. Cameras are needed for video
conferencing if you intend to visually see the participants.

Voice conferencing also uses telecommunications technology and allows two or more
people to participate in a meeting. Voice conferencing can sometimes be awkward if
there are many people in the meeting because it’s easy to accidentally interrupt or talk
while someone else is talking. Like video conferencing, voice conferencing allows
participants to join the meeting from anywhere in the world as long as they have access

to a phone line.

Face-to-Face Meetings I also discussed face-to-face meetings a little earlier in this
section. Face-to-face meetings are where two or more participants are physically
present in the same room. These types of meeting are best when delivering
complicated material or when you have to discuss negative results or confront a team
member to discuss improper behavior or results.

When in Doubt

If you are ever unsure what method of communication to use, default to face-to-
face communication. You always have the advantage in face-to-face meetings of

not only hearing their words but also reading their body language. If they tense up
or look away from you when you’re speaking, there is likely something they don’t
understand or they may not like the message. Conversely, if they are making eye
contact, nodding and asking questions, you can be more certain they are
understanding the message than you would be if you emailed them or dropped a
document off on their desk.

Text Message A text message is similar to an instant message only text messages are
generally conducted using a cell phone. Again, this method should be used for quick,

short, easy-to-convey messages and are typically used to communicate with one
person, not a group of people. Text messaging isn’t appropriate for relaying complex

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