Over the years there has been a steady progression of new technology designed to improve communications.
- Postal mail, now called snail mail
- Telephone
- Facsimile, aka fax
- Text IM
- P2P file transfer
- Audio calls, aka VOIP
- Video calls
- web pages or sharepoint
- SMS messages
- video conferencing
By improving communications, we increase cooperation, coordination and productivity in the work place. Each tool is used in work and social situations but these days I focus on business applications of communications technology.
This is a fascinating space that continues to evolve because the basic problem, sharing information, is so difficult.
Each technology addresses three basic problems:
- the type of information being transfered, such as ideas or images;
- the different physical limitations of the parties, in the same office or across the planet, 1-on-1 or 1-to-many;
- and different information contexts, a recommendation, a problem, a task, a promotion, a reprimand or firing.
For instance, you want to explain a problem to someone. That is the basic information which could go in a letter, or a phone call or an email. But there is also a lot of contextual information, such as body language or attitude which are best transfered face to face, a phone call or a video call.
These days people are in love (and overwhelmed) with email but a lot of momentum is moving to faster mediums like text IM and SMS messages. This brings up another issue in this space: adoption.
Each tool lends itself to one type of communication over another but people tend to learn one tool and then lean on it for every task. A prime example is email. People send 1-line emails with <eom> in the subject; most of these emails are better handled as a text IM. People attach files and documents in emails; the attachments should be send as p2p file transfers or stored on a central website.
Adoption rates for each technology generally revolve around age. The oldest workers rely on telephone calls and fax. the next oldest rely on email for all tasks. Then there is a group that uses p2p file transfer and websites instead of email attachments. the youngest workers rely on telephone SMS messages and text IM because it is so much more immediate than email. There are also technologies that everyone seems to struggle with using like video conferencing.
The reason for this adoption behavior is that learning a tool and incorporating it into your personal work habits is easier than learning a tool, unlearning it, and learning a new tool. Younger people dont have to unlearn anything so they gravitate towards the newest technology.
With all these tools available, business and employees seem to be right in the middle of adopting work behaviors that use them efficiently. The present state is kind of a mess as each technology develops independently and workers use a mixed up combination of tools at different contexts.
At the same time, we are seeing newer technologies particularly around the web. Social networking sites are adopting and adapting pre-existing technology models like text IM and video to be used in a web context and applied in new ways.
One factor that used to be significant is quickly going away: connectivity. For a long time this was an overriding fact. Can I phone them? Do you have a fax? Are you online? Broadband access through a desktop or cell phone is quickly becoming a non-issue which means solutions will coalesce around a standard of immediate connectivity.
It will be interesting to see if any company can rethink the basic idea of communications and refactor the plethora of existing technologies into something seemless, usable, and clearly superior.








