Means of Communication

Communication system refers to the channels by which exchange of ideas,

information’s, news and views takes place between different individuals, groups and
institutions.

The following are the means of communication:

1. Postal Services:
One can send messages through post cards, inland letters and envelops within the
country.Important and confidential messages are sent through registered post. Money
can be sent through money order. Goods can be sent through parcel or value payable
post.

2. Telecommunications:
Telecommunication is the most important mode of communication. It establishes
direct link between two parties located at different places and at any time.

3.Courier Services:
the courier services means the services rendered by private companies or firms for
sending and delivery of letters, parcels and packets to the addressee.

4. Electronic Method:
It is the recent development in communication Messages are sent through Fax and E-
mail throughout the world within minutes.

(a) Fax:

It is an electronic method of sending recorded messages in the form of letters,

handbills, statements and files etc. It can be used throughout the day and night
from any comer of the globe.

(b) E-mail:

E-mail is the recent electronic media to send message. It is a way to communicate

people all over the world throughout the day and night without waiting the receiver
to wake up and making himself present. It can send messages to hundreds of people
in a few minutes. It can also send files, photos or even video clips.

5.Internet Service:
It is the latest mode of communication. We can get required information directly
through computers by opening the site. The required information can be downloaded
any time.

6.Radio and Television:

These two are the source of information. They provide us the latest information in
the shape of news and advertisements and also a source of entertainment for us.

factors to consider when choosing a communication tool:

1. Who is the audience?

If the audience is the whole team or a group of individuals, a group communication
method, such as a meeting, may be the most suitable approach. If the audience is
just two or three individuals, it may be better to hold one-to-one meetings.

2. Does immediate feedback need to be gathered?

If you need to gather feedback immediately, you should select a tool that
facilitates this, for example a team meeting, a one-to-one session, the telephone,
a video conference or a presentation.

3. Should there be a written record?

If information that has been communicated verbally needs to be confirmed in writing
to retain a written record, for example where the manager and employee have had a
meeting about the employee’s performance.

4. Is the information confidential?

If the information is confidential, obviously the communication needs to take place
privately, for example by way of a meeting in a private room.

5. Is the message urgent?

If the information is of an urgent nature, you should choose a communication tool
that will enable the information to reach your team members quickly, for example
the telephone or a face-to-face discussion.

6. Does the information need to be communicated to everyone in the same way and/or
at the same time?
For some things it’s vital to ensure everyone gets the same message, or to avoid
gossip/filtering by ensuring everyone hears it simultaneously.