|
When To Use The Phone Versus Email
Don't get me wrong....I love email. I love the fact that I can ask or respond to questions at any time of day, anywhere, without interrupting the other person. I love to get a response right back to a question that needs immediate attention and not have to talk for 15-20 minutes on the phone just to get my question answered.
So, why did I choose to write a newsletter that encourages using the phone more often? Well, it feels like, as a society, we are moving futher away from talking with each other. Through instant messaging, texting and email, we have found a quick way to connect by disconnecting with each other.
By now you must have figured out that I am a baby boomer. Born in 1963, I am on the tail end of a generation that learned how to communicate well with each other on the playground as well as the corrporate boardrooms across America. We had to learn how to compete for resouces because there are so many of us! While we did not have the comforts of modern technology, we learned to communicate best when face-to-face or over the phone. We know that building relationships means seeing each other, hearing our differences and working through them.
In some cases, today's Generation X and Y are finding each other, dating and breaking up without even meeting each other. While this may be the rare exception, it does happen.
Now lets turn our attention to the world of work. When should you pick up the phone instead of launching that email? Here are a few of my insights...from a boomer perspective:
- Respond in kind- if someone calls you via phone, if possible, return their call by phone. Or if they email, then respond with email. This same advice goes for texting, but in general, the sender is signaling their preferred communication mode in the way they contact you.
- If you are replying to a reply. Email is a great tool for quick responses to questions that do not need complicated analysis. But if you sent an email and your recipient is asking multiple questions in response, then pick up the phone or you risk a series of continual emails that move you only an inch closer to your desired outcome.
- If you have a lot to say. No one wants to read long emails so take a moment to collect your thoughts and call them to explain what you want. If you need to leave a message, make sure it is succinct enough for them to answer your questions(s) in a return voicemail, so you move the conversation forward. Email can then be used to summarize your phone conversaition or as a record that the conversation occurred.
- You want to hear their reaction. So much of communication is nonverbal. It may not be what you say but how you say it. So, if you are delivering good or bad news, you may want to hear how they are receiving the news through their voice inflection or pauses. An email may cause misinterpretation of your message that could damage the relationship.
Many of us avoid the phone because we know the person we are calling can be long-winded and a short email would curtail a 20 or 30 minute conversation by phone. One way I eliminate this problem is by letting the person know how much time I have to speak. I would state that you only have a few minutes and then you have permission to cut the conversation short if the other party begins a long winded story.
We are so lucky to have the different modes of communication today that allow us to share our ideas and thoughts 24/7. While we love the efficiency of email and texting, sometimes these modes can become inefficient when used at the wrong time. By following my tips above, you will be communicating effectively while protecting your time.
|
