In the initial phase of designing a website for a client, it is very important for me to make a connection via a quick phone call to that person. Even if it is just to confirm that there is a real person behind my email, this initial phone call is often the “closer” on the deal and we can start doing business.
Beyond this however, I am real advocate of email only business. I find that phone calls are often unnecessary, cause disruption to the work flow of business in general and eat away at time that could easily be used more efficiently.
Here are five reasons why email HAS to be the communication line of choice when working with any type of business.
#1 You can’t review a phone call before you have it
Phone calls are often spur of the moment. You can’t look over what you are going to say during a conversation – it just happens. And, as with spur of the moment events, things can be skipped, left out or forgotten completely. This will often to a second, time consuming phone call.
With emails, you can type your thoughts and views quickly, review them and edit before clicking the SEND button. If something is forgotten, it takes less than a few seconds to quickly shoot out a second email however this is less likely to be needed as you have already reviewed the content of the first! Time saved!
#2 It’s hard to set aside time for phone calls
Unless you have a secretary with an iron clad policy to follow (no phone calls between certain hours), you invariably are going to have phone calls dotted throughout your day. Just you are just getting “into the flow” of a new project or work assignment then, bang, in comes that phone call. It takes you away from that important work, breaks your concentration and, when the call is finished, you have to get back into the zone, if possible.
Most efficient email users set aside a portion of their day to use specifically for the purposes of email. They know that, for example, between the hours of 8.00am – 9.00am the emails will be looked at and the correspondence for the day will be taken of – free of interruption.
#3 Emails are easier to focus on the point (no unnecessary small talk)
Phone calls are always filled with some small talk (how’s the family, did you watch the game, great weather we’re having) just to keep the conversation at a friendly level. Whilst there is nothing wrong with this, this type of talk is generally reserved for lunchtimes and outside of work hours. It slows productivity and breaks the work flow of the day.
With an email, you can start with curt greeting and launch straight into what needs to be said. No small talk, just action.
#4 You can’t attach anything to a phone call
Have you noticed that very few businesses are utilising the fax machine these days? Some are still holding onto this archaic, out-dated piece of technology but most have realised if you want get that document, file, photo, image or form to its intended recipient, there is no substitute to the prompt delivery of an email attachment. Enough said.
#5 Phone calls can interruption to the work flow of a day
As already pointed out, the main factor against the use of a phone call in favour of an email is the sheer interruption that it can cause to a day. Some people can handle the constant flow of calls (read one of Donald Trump’s books to see how many he fields in a day – moderated by a team of assistants) but most business people need to focus on the work that needs to be done. Scheduled email times and less phone calls will allow them to do just that.
Of course, I will be the first to admit that if you are dealing anyone who is not “on top” of their email then a phone call must be the way to go. Personally, I subscribe to the GTD methods of organisation and this helps me to keep my inbox at zero. It only takes few minutes a day (which I set aside) to answer emails, reply and sort other items into actionable folders.
Are you an advocate of emails or do you prefer to connect and communicate through phone calls? Let me know using the comment section below and start a dialog on the benefits of both.