{"id":33434,"date":"2023-04-12T10:00:45","date_gmt":"2023-04-12T00:00:45","guid":{"rendered":"https:\/\/rcblogau.wpengine.com\/au\/en\/blog\/?p=33434"},"modified":"2023-12-15T21:38:22","modified_gmt":"2023-12-15T11:38:22","slug":"communication-channels","status":"publish","type":"post","link":"\/au\/en\/blog\/communication-channels\/","title":{"rendered":"Communication channels for businesses: 5 examples + 3 tools"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">It\u2019s easy to recognise that effective communication is at the heart of any successful business. What\u2019s not so easy to grasp, with so much choice, is which communication channels to focus on.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, you may prefer to use email as a medium to communicate strategic decisions. But what if the information you need to convey is easier to digest during face-to-face meetings?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You need to identify the channels that are appropriate for your message. The good news is once you decide what you want to say to your team, you can identify the best channels for those communications in a few simple steps.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this post, we\u2019ll look at:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><a href=\"#communication-channel\">What communication channels are<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><a href=\"#choosing-the-right-communication-channels\">How to choose the right communication channels<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><a href=\"#examples-of-communication-channels\">5 examples of communication channels<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><a href=\"#business-communication-tools\">The 3 best communication tools for small businesses<\/a><\/span><\/li>\n<\/ul>\n<h2 id=\"communication-channel\"><strong>What are \u201ccommunication channels\u201d?<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">In a nutshell, communication channels are mediums through which you can convey a message to its intended audience. For example, phone calls, text messages, emails, video, radio, and social media are all types of communication channels.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In a company, communication channels keep information flowing efficiently. A breakdown in any channel, such as phone lines being down, could leave your employees and customers being seriously misinformed or left in the dark. On the flip side, effective use of different communication channels can<\/span><a href=\"https:\/\/www.ringcentral.com\/au\/en\/blog\/video-chat-apps\/\"><span style=\"font-weight: 400;\"> enhance productivity<\/span><\/a><span style=\"font-weight: 400;\"> and help you make better decisions as a team.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are a few other ways to use communication channels:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Receive and send important messages<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Answer your team\u2019s questions in real-time<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Prompt discussions that encourage teammates to communicate with each other<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Share materials like presentation files and important documents quickly<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Communication channels are typically classified as oral and written communications. Within these categories, communication channels can be formal, informal, or unofficial.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">An example of a formal communication channel is a slide deck shared during an all-hands meeting, which gives employees a clear idea of the company\u2019s goals. Informal communications, on the other hand, could include group chats addressing work-related issues. Lastly, unofficial communication channels could be any medium that team members use outside of work hours to discuss non-work-related topics.<\/span><\/p>\n<h2 id=\"choosing-the-right-communication-channels\"><strong>How to choose the right communication channels<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">Although it might be tempting to communicate through as many channels as are available, most businesses would benefit from a more strategic approach. Below are a few things to think about before you select a channel for your business messages.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. <strong>Get familiar with your team<\/strong><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">It might seem obvious, but the choice of communication channels largely depends on the preferences of your team. Who are they and what channels do they engage with? Do they prefer phone calls, text messages, or some other form of communication?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You could find this out by conducting an employee engagement survey or using employee engagement apps. Knowing where your team hangs out virtually, will help make sure you\u2019re using the right communication channels to talk to them.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. <strong>Consider your message<\/strong><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The type of message is another thing you should take into consideration.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Ask yourself:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is the information formal or informal?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Does it include visuals or text?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is the message time-sensitive or trivial?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Does it need to be easy to find later?<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Then, home in on the appropriate communication channels to use. If, for instance, you\u2019re delivering a presentation, you might want to take advantage of video conferencing software that has screen sharing capabilities so that you can share different types of reference materials:<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-33439 size-large\" src=\"\/au\/en\/blog\/wp-content\/uploads\/2023\/03\/the-ringcentral-video-1024x656.jpg\" alt=\"RingCentral Video \" width=\"1024\" height=\"656\" \/><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">For example, RingCentral Video lets you share your desktop (or any screen, really) in a video meeting.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. <strong>Take a look at your budget<\/strong><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Your budget will also influence your choice of communication channels because you\u2019ll have to invest in the right platforms with the right channels to get your messages across. Ask yourself: Is the channel affordable given your company\u2019s overall budget? What tools are available for each channel? If you\u2019re going to use multiple mediums for business communications, how much money are you willing to invest?<\/span><\/p>\n<h2 id=\"examples-of-communication-channels\"><strong>5 examples of communication channels<\/strong><\/h2>\n<h3><span style=\"font-weight: 400;\">1. <strong>Email\u00a0<\/strong><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Among the written communication channels for companies, email stands out as the most popular option. You can compose an email and get your message across in a clear, concise manner. If you\u2019re sending something that you\u2019d like to be able to trace or refer to later on, emails are a good option because they can be stored and referred back to via your inbox. The only downside is that employees are inundated with emails every day, so it can be easy for them to miss crucial messages.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So, try a more flexible approach:<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-33440 size-full\" src=\"\/au\/en\/blog\/wp-content\/uploads\/2023\/03\/email-messaging-vs-multi-channel-communications-approach.jpg\" alt=\"An image for email approach vs multi-channel communications approach \" width=\"930\" height=\"700\" \/><\/p>\n<p><span style=\"font-weight: 400;\">When to use email: When you need to forward a sensitive document or keep a permanent record of communications.<\/span><\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><b>\ud83d\udca1\u200a Pro-tip: <\/b><\/div>\n<p>Emails are great, but be careful not to over-rely on communicating through emails\u2014inboxes tend to be overflowing with junk, so it might not be the best way to get a hold of someone. Always have a back-up alternative (like the other options on this list)<\/p>\n<\/div>\n<h3><span style=\"font-weight: 400;\">2.<strong> Video conferencing\u00a0<\/strong><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once in the realm of science fiction, video conferencing software has become an almost indispensable part of today\u2019s business landscape:<\/span><\/p>\n<p><iframe title=\"YouTube video player\" src=\"https:\/\/www.youtube.com\/embed\/9xaL89hYeFs\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n<p><span style=\"font-weight: 400;\">People can join meetings from locations around the world, whether it\u2019s for one-to-one catch-ups to all-hands meetings with hundreds of people.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This channel also comes to the forefront in certain industries like healthcare, with healthcare professionals using video conferencing to see patients and offer remote treatment. It may take some time to get used to, especially if your employees haven\u2019t participated in a <\/span><a href=\"https:\/\/www.ringcentral.com\/au\/en\/blog\/getting-started-with-video-conferences\/\"><span style=\"font-weight: 400;\">video conferencing<\/span><\/a><span style=\"font-weight: 400;\"> session before, but generally it\u2019s pretty easy to pick up.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When to use video conferencing: When you want to communicate strategic decisions or hold discussions with your remote team.<\/span><\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><b>\ud83d\udca1\u200a Pro-tip: <\/b><\/div>\n<p>Use an intuitive video conferencing solution (like RingCentral Video\u2014check out a demo of how it works) that makes it easy to participate in virtual meetings.<\/p>\n<\/div>\n<h3><span style=\"font-weight: 400;\">3. <strong>Phone calls<\/strong><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Besides video conferencing, a phone call is a great way to communicate urgent issues and get answers quickly. If you don\u2019t need visuals to communicate your message, a voice call is a little more convenient. Plus, if the person you called isn\u2019t available, you can leave a voice message without being restricted to a certain number of text characters.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That being said, phone calls can incur massive initial costs, especially if you\u2019re using traditional phone lines or systems, like a <\/span><a href=\"https:\/\/www.ringcentral.com\/au\/en\/blog\/move-your-pbx-to-cloud\/\"><span style=\"font-weight: 400;\">public branch exchange (PBX)<\/span><\/a><span style=\"font-weight: 400;\"> to transfer calls to other members of your team.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you think you\u2019ll be making lots of international calls, look into a cloud phone system that lets you make calls over the internet. Again, RingCentral is a good option here (especially since the app has voice calling, video conferencing and team messaging all in one place)<\/span><\/p>\n<p><iframe title=\"YouTube video player\" src=\"https:\/\/www.youtube.com\/embed\/EbIAZJd9rCU\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n<p><span style=\"font-weight: 400;\">When to use phone calls: When you need to communicate something urgently but you don\u2019t need to give a visual demonstration.<\/span><\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><b>\ud83d\udca1\u200a Pro-tip: <\/b><\/div>\n<p>Use a voice over internet protocol (VoIP) calling app. This lets you make calls over the internet (no pricey phone lines used here) and eliminates the need to purchase expensive hardware.<\/p>\n<\/div>\n<h3><span style=\"font-weight: 400;\">4. <strong>Instant messaging (IM)<\/strong><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">IM, or team messaging, is great for simple and direct communication between teams. You get pinged right away if someone sends you a message, and you can type out a reply in seconds. Some messaging platforms even let you share files and create tasks in your message threads:<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-33441 size-full\" src=\"\/au\/en\/blog\/wp-content\/uploads\/2023\/03\/financial-task-in-ringcentral-app.jpg\" alt=\"The RingCentral's Instant Messaging features used in Insurance Business\" width=\"1024\" height=\"684\" \/><\/p>\n<p><span style=\"font-weight: 400;\">While all of this sounds great, IM channels can get \u201cnoisy\u201d if you have your notifications turned on all day. There can be many ad hoc groups, comments, and discussions on various topics depending on how your team uses it, so make sure to customise your notifications or your availability status so that you don\u2019t get disrupted too often:<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-33442 size-full\" src=\"\/au\/en\/blog\/wp-content\/uploads\/2023\/03\/notification-availability-status.jpg\" alt=\"The customise status and notification features in RingCentral Platform\" width=\"512\" height=\"399\" \/><\/p>\n<p><span style=\"font-weight: 400;\">When to use messaging: When you want to collaborate quickly on a project or get an informal opinion.<\/span><\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><b>\ud83d\udca1\u200a Pro-tip: <\/b><\/div>\n<p>Use a team messaging tool that makes it easy to sort discussions by topic or group.<\/p>\n<\/div>\n<h3><span style=\"font-weight: 400;\">5. <strong>SMS texting<\/strong><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If your teammates are often away from their desks, then business SMS may be the most efficient way to communicate something urgent. You don\u2019t need an internet connection to send and receive messages, and SMS logs can also be kept and referenced to make sure everyone\u2019s accountable.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Plus, you can get your message across without derailing someone\u2019s focus since they don\u2019t have to open a browser or log in to an app. But mobile phones remain a personal space for most people, so SMS texting should probably be avoided unless it\u2019s something really important.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When to use it: When you want to check in on the status of a project or communicate last-minute requests.<\/span><\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><b>\ud83d\udca1\u200a Pro-tip: <\/b><\/div>\n<p>Use simple, clear, and direct language to get your point across. (Remember, you can only use 160 characters in a single text with some providers.)<\/p>\n<\/div>\n<h2 id=\"business-communication-tools\"><strong>The 3 best business communication tools for small businesses<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">Identifying the right channels is a good first step, but you also need the right communication tools to relay your message through different mediums. Here are three options to look at:<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. <strong>RingCentral<\/strong><\/span><\/h3>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-33443 size-large\" src=\"\/au\/en\/blog\/wp-content\/uploads\/2023\/03\/the-ringcentral-platform-1024x718.jpg\" alt=\"The RingCentral Platform in Action\" width=\"1024\" height=\"718\" \/><\/p>\n<p><span style=\"font-weight: 400;\">As we mentioned earlier, if you\u2019re looking for an all-in-one communications app that won\u2019t break the bank, RingCentral might be the perfect option for you. Video conferencing. VoIP calls. Instant messaging. You get all of that and more without a phone system or having to download tons of different software.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The other perk is that you can switch easily from a phone call to a <\/span><a href=\"https:\/\/www.ringcentral.com\/au\/en\/blog\/free-video-call-apps\/\"><span style=\"font-weight: 400;\">video call<\/span><\/a><span style=\"font-weight: 400;\"> in the app, just by tapping a button:<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-33444 size-full\" src=\"\/au\/en\/blog\/wp-content\/uploads\/2023\/03\/541703413-Call-to-Video-Blog-Post-Images_mobile.gif\" alt=\"The video call in RingCentral software\" width=\"375\" height=\"812\" \/><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">As a UCaaS (unified communications as a service) platform, RingCentral gives you a consistent, unified experience across multiple devices, no matter which channel of communication you choose to use at a particular time. The nice thing about having all these communication channels in one app? You don\u2019t have to pay multiple subscription fees every month for different apps.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Pricing: You can <\/span><a href=\"https:\/\/www.ringcentral.com\/au\/en\/office\/plansandpricing.html#office\"><span style=\"font-weight: 400;\">try RingCentral for free<\/span><\/a><span style=\"font-weight: 400;\">, or choose the right plan for you- starting from $16.99\/user\/month for <\/span><a href=\"https:\/\/www.ringcentral.com\/au\/en\/office\/plansandpricing.html#video\"><span style=\"font-weight: 400;\">RingCentral Video Pro +<\/span><\/a><\/p>\n<h3><span style=\"font-weight: 400;\">2. <strong>Slenke<\/strong><\/span><\/h3>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-33445 size-full\" src=\"\/au\/en\/blog\/wp-content\/uploads\/2023\/03\/slenke.jpg\" alt=\"The Slenke as communication tool\" width=\"1024\" height=\"564\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Slenke combines business communication with task and time management. In terms of communication, you can have both team and individual chats, and you can even create messaging boards for participants. All messages and files shared with this tool enjoy top-grade encryption for the utmost safety of your information.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">One thing to note: <\/span><a href=\"https:\/\/slenke.com\/\"><span style=\"font-weight: 400;\">Slenke<\/span><\/a><span style=\"font-weight: 400;\"> doesn\u2019t have a built-in video conferencing or <\/span><a href=\"https:\/\/www.ringcentral.com\/au\/en\/blog\/how-to-share-screen-easy-ringcentral-video\/\"><span style=\"font-weight: 400;\">screen sharing<\/span><\/a><span style=\"font-weight: 400;\"> feature. You\u2019ll need to invest in a standalone video conferencing tool and then integrate it with Slenke for a unified experience.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Pricing: $15 (USD)\/user\/month (up to 99 users)<\/span><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. <strong>ContactMonkey internal communications<\/strong><\/span><\/h3>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-33446 size-large\" src=\"\/au\/en\/blog\/wp-content\/uploads\/2023\/03\/contact-monkey-1024x643.jpg\" alt=\"ContactMonkey internal communications\" width=\"1024\" height=\"643\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Not everyone\u2019s hopping off the email train. Let\u2019s face it, sometimes, emails are still the best way to communicate with your team.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is where <\/span><a href=\"https:\/\/www.contactmonkey.com\/\"><span style=\"font-weight: 400;\">ContactMonkey<\/span><\/a><span style=\"font-weight: 400;\"> comes in. It\u2019s ideal for internal email communications and integrates seamlessly with Outlook or Gmail. That means you can track every email opened and know which messages are being read.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Want to know how individual employees or campaigns are doing? There are advanced analytics for that. Dig into the data to identify your most engaged employees or measure link clicks, email opens, devices, and feedback.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Internal communications often get overlooked because the focus is (often, rightfully) on the customers. But if you need to step up your internal email game, then ContactMonkey has everything you need to analyse the performance of your emails and make logical conclusions based on emerging trends.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Pricing: Custom, based on your needs<\/span><\/p>\n<h2><strong>Remember, choose your communication channels based on their effectiveness for you<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">You might have decided that one channel is right for you, but don\u2019t get stuck with it. Experiment with a few channels to see which ones deliver the best results.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For instance, depending on the urgency of your message, you may want to use instant messaging or opt for an even quicker medium like SMS. But there\u2019s no guarantee that these channels will work better than, say, video conferencing.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So take the time to test a few channels, so you\u2019ll know which ones will help improve your communications strategy. Also, make sure, whatever tool you choose offers multiple ways to communicate\u2014you\u2019ll be amazed at how much more efficient and streamlined it\u2019ll make your business communications.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you\u2019d like more information about how RingCentral can enable your teams to work from anywhere, across a whole range of communication channels <\/span><a href=\"https:\/\/www.ringcentral.com\/au\/en\/office\/product-overview.html\"><span style=\"font-weight: 400;\">click here<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>It\u2019s easy to recognise that effective communication is at the heart of any successful business. What\u2019s not so easy to grasp, with so much choice, is which communication channels to focus on. For example, you may prefer to use email as a medium to communicate strategic decisions. But what if the information you need to &#8230;<\/p>\n","protected":false},"author":21,"featured_media":33438,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[3],"tags":[],"class_list":["post-33434","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-industry-trends"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>5 examples of business communication channels and 3 tools | RingCentral AU Blog<\/title>\n<meta name=\"description\" content=\"It is important to note that not all communication channels are equal. 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