As much as I’ve always loved being a reporter, there’s something inherently nerve-wracking about picking up the phone to ask someone questions. But when I first started out in the 1990s, I had no choice. There was no email, at least not in most homes and offices.
But, oh how the times have changed.
A short quiz: If you’re sitting at your desk at work, look around. What is that box-like-thing with all the buttons and numbers on it, and a cord attached to the wall?
How often during one day do you pick up the phone? And, I’m talking more than calling your buddy two offices down who just sent you that hilarious YouTube video.
When you have a question for a client or a vendor, or when you need to set up an interview for an article or do research for a new idea, how often do you choose to use the phone instead of email?
Here are five reasons to pick up the phone:
1. It can be faster. Oh yes, I’m sure you can type 100 words per minute, and your texting-thumbs are lightning quick. But if you have a simple question for co-workers or clients, getting them on the phone can get you a quick answer. You don’t have to wonder if they saw your email or if they opened it. You won’t have to put your project on hold while you await a reply.
2. It builds relationships. Email can be so impersonal. Even if you ask clients, “How are you?” in an email, their eyes may glaze over the words as they quickly answer your work-related question. But when you call them on the phone, you can ask after their kids or about their weekend. They may tell you a funny story about their dog being afraid of a squirrel or trash talk your favorite sports team. This may not seem like much, but it builds a trust and camaraderie with your clients that is invaluable.
3. You can avoid misunderstandings. How many times have you sent a seemingly innocent email only to have it misconstrued? Tone never comes across in an email, and short of using unprofessional smiley faces after every sentence, it can be difficult to get your tone across. Reread your emails before you hit the send button, and if there’s still ambiguity, pick up the phone.
4. Small crises don’t get overblown. An extension of #3, I’m referring to those emails in which the recipient replies to you and “cc”s her boss, your boss, your entire team, and her 300 co-workers. Suddenly, everyone is hitting “reply all” with their own take on the situation. If you know your recipient is touchy about the subject or may need to ask someone else for the answer, the phone can be a better option.
5. You’ll have better interviews, and thus, better articles. Writers: don’t do email interviews. Yes, it’s fast. It’s also lazy. Perhaps you only need one quote for your association newsletter and you need it fast, but you know if you ask for it by email, you’ll get back a PR-written say-nothing quote. And for heaven’s sake, don’t do a full 10-question interview through email unless the person lives on Mars and absolutely cannot get to a phone. If you want to interview real people with real stories to tell, you’ll need to interview them by phone to get a true feel for their personality and the way they talk.
So next time you’re attempting to write a perfectly crafted email, consider the phone. That reliable ol’ technology might just become your latest gadget.
[image: alex.ragone]
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Tell this to my kids! Why is it “easier” to type into a phone for 10 minutes when a 30 second phone call could suffice? Email just SLOWS us all down, especially those of us who weren’t born typing.
This reminds me of a time in grade school when a teacher of mine tried to prove to us that calculators aren’t always the best tool for doing math.
None of us believed her – we loved our calculators and they saved us so much time…or so we thought.
She gave us 100 simple math problems to do, half the group could do “mental math” and the other half had to type everything into a calculator.
Sure, sometimes the calculator group would win (on more complex problems), but sometimes, it was just quicker to do it in your head (for example, 1×10 is easier to do in your head than it is to type into a calculator).
Sometimes the calculator was better, sometimes the simpler way to do things was…simpler. I guess the same could be said for email versus phones. Nice post!
However, you can’t SCAN a voicemail and can’t SCAN a phone conversation to get to the relevant parts. There are some people in the office who’s calls I screen just so I don’t have to hear them blab on and on. In email, I can skip right to the good parts and save time AND sanity.
Bill, I hear you! Andrew, great analogy. email pwns phones: Maybe my next blog entry could be on better phone communication skills and you could slyly leave print-outs on your “blabbing” co-workers’ desks.