Time is our most precious resource, and managing it well often comes down to how we communicate. With so many tools available, the real challenge isn’t just deciding what to say—it’s choosing how to deliver the message. The right method can eliminate waste, saving time and energy, while ensuring that the message lands as intended. And, as much as I would like to communicate in ways that I like to communicate, it is more important to be effective than comfortable.
I remember getting chastised by “lean consultants” about communications through the lens of the Toyota “8 Deadly Wastes.” I was “taught” that meetings are a potential violation of many wastes.
- Transportation Waste: Getting everyone into a room unnecessarily when an email, video message, or other asynchronous tool could accomplish the same goal.
- Waiting Waste: The delays caused when some people arrive late or others aren’t prepared for the discussion.
- Over–Processing Waste: Spending too much time perfecting a message that could have been delivered simply, or covering content that wasn’t needed at all.
- Defects: Highly relevant in today’s social media world is the waste of inaccurate or unclear messaging that leads to confusion, rework, or missed expectations.
Here are some of the things I learned – again, most of them the hard way. But as my father told me…”no need for you to repeat my mistakes, go make new ones!”
1. Match the Medium to the Message
Think about the structure of your communication:
- One-to-Many: This is ideal for announcements or updates with limited interactivity. Tools like video blogs, mass emails, or newsletters excel here. Example: Company updates sent as a pre-recorded video allow employees to absorb the message on their own schedule without disrupting their day.
- One-to-Few: For smaller, interactive groups, consider tools like Zoom meetings or in-person huddles. Sending an agenda beforehand ensures participants come prepared to contribute.
- One-on-One: For discussions requiring focus, confidentiality, or personalized feedback, private emails, phone calls, or face-to-face conversations are the best choices.
2. Consider the Audience and Objective
Every tool has its place. Think about:
- Is interactivity required? If you need input or feedback, prioritize real-time tools like Zoom or in-person meetings.
- Is the message simple or complex? For straightforward updates, an email or instant message might suffice. For complex discussions, a meeting with visual aids or whiteboards can be more productive.
- Audience preference: Know how your team prefers to receive information. Some may digest written details best, while others need verbal communication. Some need to process well in advance and some can freestyle on the spot.
Practical Matrix for Communication Choices
| Communication Type | Objective | Tool | Expectations |
| One-to-Many | Inform without interactivity | Mass emails, blogs, pre-recorded videos, mass texts | Information shared, no immediate feedback |
| One-to-Few | Discuss with interactivity | Zoom / Teams, small group meetings, shared agendas | Questions, brainstorming, collaboration |
| One-on-One | Personal or private conversations | Phone calls, private emails, face-to-face | Relationship-building, personalized input |
By aligning the method to the message and prioritizing the audience’s communication’s preferences, we can create a communication flow that fosters clarity, reduces frustration, and enhances team engagement. Use the tools at your disposal wisely, remembering that communication isn’t just about delivering information—it’s about doing so in a way that gets the information to everyone in a timely and manner in which they will actually receive it and act on it.
Choose the method that serves the message and the audience, and you’ll master the art of effective communication.