When to call, email, text or meet?

Everyone works differently, some due to the nature of their role and others because it is best way for them to be efficient.
 
Below outlines best practices when deciding on which communication method to choose to get the desired result on the basis that the average person can talk more than three times faster than they can type. (120-150 words per minute talking vs. 40 words per minute typing)
 
 
When to Email…….
– When you don’t need an answer for greater than a day;
– To build a relationship;
– At times where you need to communicate to multiple people;
– When you need to provide an attachment;
– When you require a paper trail (for protection or alike);
– At a time during a relationship when you feel comfortable with communicating with them and they easily understand your tone; or
– When the person is overseas and other methods of communicating are inaccessible to the recipient and/or are more costly.
 
 
When to Call……..
– When you need an answer within a 30 minute period;
– At the infancy of any relationship where building a rapport is necessary;
– When the information is both urgent and important; or
– At times where you don’t need to send any information or are only communicating with one person.
 
 
When to Text……..
– When you need an answer in the next few hours;
– Short compliments and relationship building dialogue;
– When the information may be urgent, though not important; or
– At times where you have already built a relationship and may wish to communicate on non-specific work items (e.g. sporting results).
 
 
When to Meet (face to face or via video)…….
– When the matter is both urgent and important, and potentially controversial or complex;
– When multiple topics need to be discussed;
– When there are documents to be signed or originals to be obtained; or
– When explaining the process is more important than stating the outcome.
 
 
When to use Social Media (to initiate contact)………
– Only when all of the above have been exhausted on several occasions.
Any work related dialogue via social media should be shifted to another platform as quickly as possible.
 
 
Strong relationships are built on professional, deliberate and efficient communication. Using strategies as listed above will assist to uphold such reputation now, and well into the future. In addition to these recommendations, taking into account the message recipient’s preferred method of communicating will also need a level of consideration.
 
 
If there is a future blog topic you want guidance on or want to share your experiences in using any of these skills in communicating effectively, get in touch with me (in the appropriate way as listed above😉).  
 
Call – 0402 021 280
Email – brocgreenhalgh@gmail.com