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Sun Tzu Art of War – Communication Tools
According to the Book on Military Administration, “In battles, as verbal communication cannot be heard clearly, cymbals and drums are used as commands” As visual communication and eye contact are obstacles, banners and flags are used as signals. Now the purpose of the use of cymbals, drums, flags and banners is to attract the attention of the troops and focus for combat under the direction of the commander. Once the troops are united as one body, the brave will not advance by themselves and the cowards will not retreat by themselves. This is the art of leading large forces in battle. – Chapter Seven, Sun Tzu Art of War
For night battles, use more torches and drums. For battles in the day, use more banners and flags. These different means of communication can be designed to influence the judgment of the enemy. – Chapter Seven, Sun Tzu Art of War
As mentioned above, during daytime operations, more banners and flags should be used for communication and during night operations, drums and torches should be used instead. From here we can see how observant Sun Tzu is. He also noted what type of communication we should use during each battle, but of course the list of tools mentioned is not exhaustive, the communication channels must also depend on the terrain. For example, if you are on flat ground, a larger banner (day) or fireworks (night) should be used for communication because they can convey precise messages, if you have explained accurately what each signal meant. But note here is that your signals, not tools, must be like your strategy, must change with each battle. If you have a fixed form of communication signals, sooner or later, your enemy will be able to decipher them and this is probably the result of your defeat. This explains why Sun Tzu said that the means of communication can be used to influence the enemy.
Communication is very important in business. Communication dysfunction can be detrimental to a business, such as losing a large client or a slow reaction to a rival’s move. With a strong understanding of each weakness and strength of communication tools, you should be able to use them to your advantage. A good communication system can give a company great flexibility, a shorter reaction time and a faster response. It is similar to an irrigation system. With a good proper control system of the flow, precise amount of water, water flowing to the right place, the fields will flourish because of it. These are skills that are extremely valuable in this dynamic business environment. Some forms of communication channels are e-mail, letters, Internet messenger, telephone, Internet telephony or video conferencing and face to face. I will talk about its use in the company. Please note that having the right communication tools is only one aspect of a good communication system.
The e-mail could be formal or informal, today due to the corporate frauds that have occurred in the United States, companies are now required to keep a copy of all e-mails that are sent internally and outside the company. E-mail does not demand a quick response from recipients. It can be safe if the guide of the security system and the use is strictly respected. E-mail is a cheap way to send information and documents in the company and this information can be stored electronically, so cost savings arise from these features. But a disadvantage of communication is that emotions are not transmitted properly. E-mails will be suitable for clear instructions or information that do not require immediate attention and preferably in a department. Economical because it can transfer with minimal cost throughout the company even if overseas. It is prone to technological risks.
What is described here are paper letters sent from one department to another. It is only necessary when you want to formalize a request or a work order. But this type of communication is slowly being taken over by e-mail. Letters are more specific than e-mails because electronic files are usually subject to suspicion of editing or alteration. Letter has the same characteristics as that of e-mail, but since it is tangible, it is not like an e-mail where you can deny that you have received it.. In terms of security, it could be better or worse than e-mail depending on situations. It could be expensive if you need to send it overseas. It is more reliable than the electronic way of communication.
Internet Messenger (instant messaging)
With the popular use of the internet, internet messengers such as ICQ, MSN Messenger and Yahoo Messenger are popularized, allowing the rapid transmission of information and today these messengers have the ability to help you know if the person on the other end is around or not. But again, it lacks the transfer of emotions. The voice and tone of your message cannot be sent through the messenger, even with emoticons, misunderstanding can still happen. What you sent could be in a tone of offering help like “What do you want me to do?” But others after reading the message can interpret, you are angry with him for doing something. But the Internet messenger also has its pros, it could be used as a channel for informal discussion in the company because some of these messengers can allow several users in a single chat window. And it’s cheap since most of them are free and information can be transferred overseas cheaply. It is prone to technological risks.
Compared to the other ways that are mentioned, it is a relatively better communication channel. Because your tone, voice qualities are also transmitted reducing the chance of your message being misunderstood. But it lacks another characteristic of communication that is important and that is body language. Of course, it requires a quick response because you can only communicate when the receiver is on the other side at the same time. But it can be very expensive if you need to communicate overseas. And the reliability should be better than any electronic channels since this industry has been around for a very long time.
Internet Telephony and Videoconferencing
Internet telephony is slowly becoming very popular because SMEs and MNCs can make overseas calls cheaply. This also includes video conferencing, which is becoming more popular with the prevalence of broadband. It has all the features of the phone, with the video conference is better because the body language, to a certain extent, can also be transmitted. But reliability could be an issue depending on the infrastructure and service provider available on both sides. Installation is cheap with a web camera and a broadband connection.
Face to Face
So far, this is the best form of communication, the only drawback is you, even if you can observe and receive the full signals from your conversation party, the same thing can be said for the other party as well .
Then choose the appropriate communication tools to effectively convey your message. The correct communication tools can enhance the efficiency and effectiveness of your communication system thus improving your business process.
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