Stop treating all communication channels as equal. Use this framework to match the right channel for the right message:
Urgent/Time-Sensitive = Instant message or phone call
Complex/Sensitive = In-person or video conference
Reference/Archival = Email or project management tool
Quick Question/Status = Instant message or quick email
Formal Announcement = Email, intranet post or all-hands meeting
Why?
With so many communication options, we default to what's comfortable rather than what's effective. Choosing the right channel improves clarity, maximises efficiency, and respects everyone's time. Your colleagues get the information they need in the format that works best—not buried in their inbox or lost in chat threads.
You know it’s working when:
Email chains with 10+ replies become rare
Meetings are shorter and more focused
Instant messages are reserved for genuinely urgent matters or quick questions that need immediate answers
