In handling our projects in regulatory affairs in Thailand and other sectors, communication with clients is of primary importance. Sometimes, we may appear resistant to using instant messengers like WhatsApp, LINE, or WeChat. Yes, effectively, we are.
In this article, we explain that the reasons are purely related to yours and our safety and efficient time management. We have three main practical reasons, discussed initially, along with other safety and conceptual considerations widely acknowledged by communication experts. Let’s avoid letting the “TikTok” style enter our work lives, and keep our tasks free from the overwhelming communication style of social media.
Why Over-Communication, Instant Messaging, and Channel Confusion Pose Risks in Regulatory Affairs
- The Risk of Over-Communication: Avoiding the “Tik-Tok” Effect
In today’s digital age, an overabundance of information can actually lead to misunderstandings and mistakes—this is what we call the “Tik-Tok” effect. Just as a constant flow of rapid, short-form content can leave a person mentally overloaded, fast-paced, frequent communication can overwhelm and confuse rather than clarify. Quick messages sent without the time for thoughtful consideration may miss critical details, especially in the context of regulatory affairs. Regulatory work demands careful reflection, and a rushed message—sent in haste or without full context—can lead to costly errors. By prioritizing email, we ensure that both our team and our clients maintain the clarity and reasoning needed for effective, thoughtful regulatory compliance.
- Email is Asynchronous; Messengers are Immediate
One of the key differences between email and messaging is timing. Email allows our team to process requests thoughtfully, providing well-considered answers that are essential for regulatory matters. Messengers, by contrast, prompt immediate responses, which can create the false impression that every message is urgent. The vast majority of inquiries (more than 99%) are not urgent and do not require an immediate reply. By using email, we can take the necessary time to understand each request fully, reducing the risk of rushed decisions and misunderstandings.
- Messaging is Personal; Channel Consistency is Key
Messaging apps are inherently personal and less suited to professional communication. Using multiple channels, such as asking the same question on both email and messenger—or worse, contacting different team members with the same query—only increases the risk of inconsistent information. When it comes to regulatory affairs, clarity and consistency are paramount. By using email as our single, shared platform, you’ll receive a cohesive response, free from the risks of conflicting answers. Please refrain from switching between channels on the same topic or reaching out to different team members for the same query, as this only complicates our ability to provide clear, accurate guidance.
Our goal is to deliver quality and precision in regulatory affairs in Thailand, and a focused, email-based communication approach supports this commitment. Thank you for helping us maintain a streamlined, effective communication process that prioritizes accuracy and professionalism.
General consideration on email vs. messengers in Regulatory Affairs in Thailand
In the fast-paced business world, it’s common for people to rely on instant messaging for quick communication. However, in regulatory affairs in Thailand, we prioritize using email for corporate communication over instant messengers. This is not simply a matter of preference but a strategic choice to ensure professionalism, security, and effectiveness in all client interactions. Below, we’ll explain why email is our preferred method and how it benefits our clients in the regulatory field.
1. Enhanced Security and Data Protection
The nature of regulatory affairs in Thailand involves sensitive and often confidential information, such as product specifications, compliance reports, and licensing documents. Instant messaging platforms, while convenient, are not designed to secure such critical information effectively. Instant messengers typically store data on cloud servers, which may not always meet the stringent security standards required for handling regulatory documents.
Emails, on the other hand, can be managed with a much higher level of security. Professional email services offer encryption and secure storage options, ensuring that any sensitive information exchanged remains confidential. Additionally, our corporate emails are protected by multiple security layers, including anti-phishing and anti-malware tools, which further protect both us and our clients from data breaches and cyber threats. By choosing email over instant messaging, we can confidently guarantee the security of your regulatory information in Thailand.
2. Structured Communication for Greater Clarity
The regulatory sector demands precision, accuracy, and often requires back-and-forth verification. Instant messaging, however, is not suited to the structured and sequential communication required for such processes. Messages sent via instant messengers are often short, fragmented, and prone to misunderstandings. When discussing complex topics such as regulatory compliance requirements, email offers a structured approach, allowing us to provide detailed explanations and attach supporting documents without the risk of losing track of important points.
In our email exchanges, we can address multiple issues in one communication, create clear subject lines, and categorize information so that everything remains organized and easily accessible. Email threads help us keep track of previous conversations, making it easy to refer back to important details at any point. This structured form of communication is particularly beneficial in regulatory affairs in Thailand, where accuracy and clarity are essential.
3. A Record of Communication for Accountability
Email provides a permanent, time-stamped record of all communications, which is invaluable for both us and our clients in regulatory affairs. This transparency and accountability are especially critical in our industry, where regulatory authorities may request detailed information or clarification on previous discussions or agreements. Instant messages are often temporary, difficult to organize, and can easily be deleted or lost, which could lead to potential miscommunications or misunderstandings later on.
With email, every message is stored and can be retrieved when necessary. If there are questions about previous instructions or decisions, we can refer back to an email thread to clarify details without any ambiguity. This audit trail is essential in regulatory affairs in Thailand, where clear documentation supports compliance and accountability, protecting both our clients and our own business.
4. Professionalism and Formality
Email communication helps us maintain the level of professionalism and formality expected in the regulatory sector. Regulatory affairs require precision, tact, and professionalism, which instant messaging may not always convey effectively. Informal language and abbreviations are common in messaging apps, but they can lead to misinterpretations or even come across as unprofessional, especially in high-stakes discussions involving compliance, legal matters, or licensing issues.
Emails encourage more formal language and allow us to convey messages thoughtfully, in line with the professional standards of our industry. When representing clients or discussing regulatory affairs in Thailand with authorities or industry partners, this formal tone helps establish credibility and demonstrates our commitment to maintaining industry standards.
5. Reduced Interruptions for Focused, Thorough Responses
Instant messaging can be distracting and encourages rapid responses, which may not allow for the careful consideration often needed in regulatory matters. Regulatory affairs in Thailand demand in-depth knowledge and analysis, and answering questions on the spot may lead to incomplete or hasty replies.
Emails, being asynchronous, provide us with the flexibility to review your questions, consult relevant documents, and craft responses that are comprehensive and well-considered. This approach not only leads to higher-quality communication but also ensures that our responses are accurate, reducing the risk of misunderstandings or incomplete information.
6. Efficient Document Management and Attachment Control
In regulatory affairs, it’s common to send important documents, forms, or compliance-related materials. Email allows for efficient document management, including the ability to attach files, maintain version control, and easily retrieve files from past correspondence. Instant messaging apps may lack the necessary features to handle large files or organized document storage, leading to potential confusion over versions or misplaced documents.
By using email, we ensure that all documents remain organized and accessible, both for our team and for our clients. Attachments can be stored securely, and our clients can be confident that all files exchanged are up-to-date and well-protected.
Conclusion
While instant messaging may be useful for casual/urgent chats, it falls short when applied to the complex and sensitive work involved in regulatory affairs in Thailand. By relying on email for our corporate communication, we provide our clients with a secure, professional, and organized platform for discussing compliance issues. This approach not only safeguards sensitive information but also enhances our communication quality, ultimately making the regulatory process smoother, more transparent, and more reliable.
We’re committed to maintaining high standards in every interaction with our clients. When it comes to managing regulatory affairs in Thailand, email allows us to deliver the level of professionalism, accountability, and effectiveness you expect from us. Thank you for understanding our commitment to best practices in communication for regulatory success.
