Whenever you need to gauge the receiver’s receptivity, oral communication is usually the better choice. The marketing plan for a new product, for instance, may need to be worked out with clients in person, so you can see their reactions to each idea you propose. Also consider the receiver’s preferred mode of communication; some individuals focus on content better in written form and others prefer discussion. For example, if your manager requests a meeting with you, you may not want to ask for an e-mail exchange instead. The pace of your work environment matters too. A fast-paced workplace may thrive on pop-by meetings, while a deadline-heavy team project may progress faster with scheduled Skype videoconferences.

Much of what we communicate face-to-face is in the delivery, so also consider your speaking skills when choosing your communication method. Research indicates the sound of your voice is twice as important as what you are saying. A good speaking voice, clear and moderated, can be a help to your career; while loud, questioning, irritating, immature, falsetto, breathy, or monotone voice tones can hinder you. If your voice is problematic, your work teams can help you raise your awareness so you can make changes, or you may benefit from the help of a voice coach.24

Written communication is generally the most reliable mode for complex and lengthy communications, and it can be the most efficient method for short messages when, for instance, a two-sentence text can take the place of a 10-minute phone call. But keep in mind that written communication can be limited in its emotional expression.

Choose written communication when you want the information to be tangible, verifiable, and “on the record.” Letters are used in business primarily for networking and record-keeping purposes, and when signatures need to be authentic. Also, a handwritten thank-you note is never a wrong choice for an applicant to send after an employment interview, and handwritten envelopes are often put right on the receiver’s desk unopened by administrative staff. In general, you should respond to instant messages only when they are professional and initiate them only when you know they will be welcome; remember that your conversation will not be stored for later reference. Texts are cheap to send and receive, and the willingness to be available for quick communications from clients and managers is conducive to good business. However, some users—and managers—view text messaging as intrusive and distracting, so establish some protocols first. Some of the most spectacular gains in social media are in the sales arena, both business-to-public and business-to-business. For instance, one sales representative for virtual meetings company PGi landed his fastest sale ever by instantly connecting with a potential client after TweetDeck alerted him that a CEO was tweeting his frustration about Web conferencing.25 Finally, curtail usage of blogs, posting, and commenting; both options are more public than you may think, and your words are easily found by your name via search engines like Google.

It’s important to be alert to nonverbal aspects of communication; look for these cues as well as the literal meaning of a sender’s words. You should particularly be aware of contradictions between the messages. For example, someone who frequently glances at her wristwatch is giving the message that she would prefer to terminate the conversation no matter what she actually says. We misinform others when we express one message verbally, such as trust, but nonverbally communicate a contradictory message that reads, “I don’t have confidence in you.”