Communication Technologies

Communication technologies are the tools an organisation uses to send messages and share files electronically, such as voice calls, video meetings and messaging systems. They reduce paperwork and speed up communication because information and files can be accessed electronically. A project team can put a budget file in a shared folder; everyone sees the latest version straight away instead of printing and posting copies.

The same tools can be intrusive. If a staff messaging group is used for quick updates, messages can arrive in the evening or at weekends, and some staff feel they must read and reply straight away. That makes it hard to switch off from work, so the organisation can see lower morale and productivity as well as a poorer work-life balance for its staff. Providing communication devices also creates setup costs, such as buying headsets, screens or licences, and ongoing costs, such as contracts and maintenance. A small charity might pay to install a video unit in a meeting room, then pay each month for broadband and software support.

Different infrastructure needs

Basic audio methods need less specialist equipment, but they lack visual cues and do not let you share files during the call. Video methods allow visual communication and file sharing, but they need reliable internet, suitable devices and the technical ability to use the software.

Comparing methods

When choosing, compare methods by cost, reliability, infrastructure requirements, ability to share information and technical skill needed. Both options need their benefits and drawbacks weighed up before you recommend one.