Discuss issues to consider when distributing your message

Question

What will be an ideal response?

Answer 1

Answer: Cost isn't a concern for most messages, but for multiple copies of lengthy reports or multimedia productions, it might well be. Weigh the cost and the benefits before you decide. Be sure to consider the nonverbal message you send regarding cost as well. Overnight delivery of a printed report could look responsive in one instance and wasteful in another, for example. Make sure your audience can conveniently access the material you send. For instance, sending huge files may be fine on a fast office network, but receiving such files can be a major headache for remote colleagues trying to download them over slower wireless networks. How soon does the message need to reach the audience? Don't waste money on overnight delivery if the recipient won't read a report for a week.
The convenience offered by digital communication needs to be weighed against security and privacy concerns. For the most sensitive messages, your company will probably have restrictions on distribution (including who is allowed to receive certain messages and the channels you can use to distribute them). In addition, most computer users are wary of opening attachments these days, particularly word processor files (which are vulnerable to macro viruses and other risks). As an alternative, you can convert your documents to PDF files using Adobe Acrobat or an equivalent product.