🤓 Quickly learn when to use different workplace communication channels
One of the most underrated skills in the workplace is knowing where to communicate.
Not every message needs a meeting, and not every update belongs in Slack!
Using the right communication channel:
Here’s how to think about common communication channels and their best use cases. ⬇️
| Communication Channel | Best Used For | Key Considerations |
|---|---|---|
| • Updates | ||
| • Documentation & requests | ||
| • Detailed explanation | ||
| • External communication | • Use clear subject lines | |
| • Aim for concise & straightforward | ||
| • Avoid unnecessary back-and-forth | ||
| • Best for non-urgent messages | ||
| 🤝 Meetings | • Discussions | |
| • Alignment | ||
| • Decision-making | ||
| • Brainstorming | • Should have a clear agenda | |
| • Only include necessary participants | ||
| • Use for alignment vs. simple updates | ||
| 💬 Slack | ||
| (or Teams, Chat Apps) | • Quick questions | |
| • Informal updates | ||
| • Real-time collaboration | ||
| • Team culture 🥳 | • Keep messages concise | |
| • Use threads for organization | ||
| • Be mindful of “notification fatigue” | ||
| 📋 Project Management Tools | ||
| (Asana, Trello, Jira…) | • Task tracking | |
| • Project updates | ||
| • Deadline management | • Helps teams stay organized | |
| • Should be updated consistently | ||
| • Centralizes work status | ||
| 💻 Video Messages | ||
| (Loom, Jumpshare…) | • Explaining complex topics | |
| • Async updates | ||
| • Walkthroughs | • Useful for showing vs. telling | |
| • Great for remote teams | ||
| • Avoid overuse | ||
| 📱 Calls | • Immediate decisions | |
| • Urgent issues | • Best for complex or urgent matters that need tone/context | |
| • Follow up with written confirmation if needed | ||
| 💬 Text | • Urgent issues | |
| • Last-minute updates | ||
| • Personal emergencies | • Use sparingly | |
| • Varies by company culture! (Best to confirm company/team “norms”) |
✅ Preferred channels can vary by company & team.
Have a discussion with your manager to align on expectations and make adjustments as needed.
✅ Consider urgency & complexity.
Use async tools (email, Slack, project trackers) for updates and reserve meetings for discussions that require real-time collaboration.