Few people would argue that e-mail is their primary mode of business communication because it saves time, money, and effort. Some situations, however, should make us pause before writing a message and hitting Send. Perhaps a phone call or face-to-face meeting would be more efficient or effective in ensuring the recipient understands our message the way we intend. Appropriate body language and tone of voice go a long way in supporting a message. 
 
Here are some instances where you might stop and think before you send an e-mail:

 

Timing Is Critical
 
You have to reschedule a meeting with Greg at the last minute or need to give Kathy an important piece of information within a tight deadline. Unless you are absolutely certain he or she will check e-mail in time, call instead, even if you have to leave a voice message. If you do leave a voice message, you may still want to send an e-mail to cover all your bases. If you are unable to reach the person in time, consider a follow-up e-mail or phone call to explain the last-minute change.
 
You Have to Give Constructive Feedback
 
Although it may be easier (for you!) to send Larry an e-mail telling him his report was incomplete and poorly written, consider that your message may put Larry on the defensive and not have the desired effect. Instead, set up a face-to-face meeting, or at the very least arrange to speak with him on the phone. Either will allow you to provide details and give Larry an opportunity to respond and ask questions. A neutral e-mail telling him you wish to discuss his report in person or on the phone would be fine and give him a chance to prepare for the conversation.
 
The Message Is Complex or Sensitive
 
Some information is better communicated in person than in writing, especially when it affects many people. For example, if your department is consolidating with another and relocating, a live meeting will give you the opportunity to explain the decision in more detail, respond to questions, and allay concerns people are sure to have. 
 
You Are Upset or Are Responding to Someone Who Is Upset
 
If you are tempted to express your anger, frustration, or other concern in writing, don't! When emotions are involved, telling people exactly what is on your mind in an e-mail can cause long-term damage. You may find yourself exchanging a series of nasty messages, the other person may share your e-mail with others, and it may have legal ramifications. Remember, e-mail is forever. Take time to think things through. Offer to have a face-to-face meeting or phone conversation. Either can be very effective in building and maintaining a positive relationship. If you have to rely on e-mail, find a way to handle the situation diplomatically. 
 
You Want to Build a Relationship
 
If you find that your relationship with a client, colleague, vendor, or employee has been primarily through e-mail, consider having a phone conversation, taking a coffee break together, meeting for lunch, or finding a similar opportunity to have a live exchange. You may identify a new business opportunity, learn how to motivate an employee, negotiate a better price with a vendor, or just enjoy learning more about each other.