We’ve all been on those email threads: you know, those emails that could be resolved much more quickly if we just chatted on the phone calls.
Rather than letting those email threads continue, take a moment to get out of your seat and walk over to your teammate’s desk to discuss in person. If your companion is remote, shoot them a quick note to talk on the phone call.
If you have the freedom, try to save everyone an extra series of emails by taking conversations to the phone, video chat, or even in person whenever possible, then use email to recap and document the next steps.
As of 2020, the total numbers of email sent each day reached a staggering number of 300.4 billion, and the figure is expected to reach 4.6 billion by 2025.
On average, 150 business emails per day is received by an individual, so it is unsurprising that email has become one of the most important ways to share information at work.
It is easy to take cover behind a computer screen for critical matters after delivering the essential.
Nonetheless, the risk of misunderstanding and/or improper consideration can damage your relationships at work.
Keeping this in mind, email is most useful in the scenarios when you are:
- providing directional, important, or timely data.
- sharing data that is likely confidential.
- ensuring there is a history of communication, including affirmation of some other means already used, like a telephone call.
- commanding someone to a source for more data, having to contribute online URLs in the process.
- Giving a status update.
It is important to better the use of emails toward effective communication. Emails that are unclear or ambiguous can risk a loss in productivity.
It can also hurt one’s character by leaving a bad impression on whoever receives it.
Communicating through telephone or mobile phone calls requires less effort and is perfect for the following situations:
- Time: Calling a person is efficient and effortless for communicating within an institution. One has the ease of back-and-forth conversation without being constrained by any form of time constraint.
- Message: During physical communication, aspects like tone can be suggestive of the speaker’s intentions. Understanding the tone of a person is important to prevent any confusion in the messages being dispatched.
- Personalization: Phone calls allow individuals to get an idea of the etiquette and character of the individual on the other line. Interviews especially are starting to be managed over the phone.
Email, texting, and collaborative messaging podium are ubiquitous in today’s biz world. Sometimes, however, it’s best to pick up the phone.
If you have found yourself encased up in digital-only conversation, here is why and when you should opt for a real-time phone call.
Knowing when to choose between email and phone conversation is essential since each method can be better than the others in certain situations.
The conversation is very important, especially among businesses, because it allows for information to be exchanged so that both parties can progress. The differences in channels can determine whether a message is conveyed properly and followed.
Phone call vs email statistics
Now after knowing pros and cons of email and phone calls, let’s have a look at some phone call vs email statistics to know which one is more preferred.
Phone calls are extremely efficient when it comes to generating leads. In fact, phone calls have 10x higher chance of leading to sales as compared to email.
Likewise, the response rate of phone outreach is 8.1% compared to 0.3% of email which further shows why phone call is the most obvious choice of people when it comes to usefulness.
This doesn’t signify email message is outdated as a means of communication. Various reports have suggested that around 90% of consumers reply to email messages within 30 minutes of receiving them.
While phone calls is more likely to provide people with the sense of belonging they desire, people are more comfortable with sending email or text message when it comes for direct communication.
These stats sum up that no matter which communication hold the ground in debate of phone call vs email statistics, business must go with the one that their customers choose in order to maintain the competitiveness.
Pros and Cons of Each
There are some obvious improvements to sending someone an email. You can send quick, simple texts without getting captured in small talk or lengthy communication.
You can also message multiple individuals at once while allowing recipients to respond at their convenience with more thoughtful input.
On the other hand, electronic mails also come with some burden. For one, it’s much easier to ignore an email compared to a telephone call. Importance and tone of voice are also lost within emails.
Emails can also absorb valuable time with back-and-forth messages that could have been handled with quick phone communication.
Just like emails, telephone calls have their benefits and disadvantages. On the positive side, they are perfect for developing relations and explaining complex ideas.
Unfortunately, they require more sessions, disrupt workflow, and typically demand a quiet space.
Why calling is better than texting?
Phone calls are better than emails in the following contexts;
Phone calls are great when it comes to resolving issues quickly
According to research, the average worker spends 28 percent of their work week reading and responding to emails.
It takes time to manage your inbox, regardless of whether you are trying to reach “Inbox Zero” or “email hoarder.”
We don’t endorse that you opt for a telephone call for every item you need to converse. Instead, be selective about utilizing the phone for urgent matters.
When your message is very urgent, choosing to call means that it won’t be grouped with other e-mail messages waiting in queue.
Phone calls are efficient because you can convey the precise tone
Emails are notably poor at carrying a writer’s thoughts and context.
I’m sure you’ve got a lot to think about, from indirect cues in punctuation to specific emoji choices to indicate tone nuance. And so goes the cruelty of judging each other based on the minutiae of our email tone.
No matter how careful you are, the messages you send on electronic mail are prone to misinterpretation.
In contrast, phone communication’s back and forth exchange allows you to converse beyond your words. In addition to your words, your tone and rhythm convey both meaning and emotion.
Phone calls are accurate
Phone calls are best options for email when it comes to presenting your idea accurately. For instance, you are running project and it actually is in an important brainstorming and ideation phase.
In such scenarios, you might not yet have the accuracy around your ideas to put them into an electronic mail.
That’s an ideal time to jump into a telephone call and talk it through. Phone calls give you much more extent for the type of exploratory idea building that generates good results.
Phone calls help to build fellowship and companionship within the business
A phone call is an excellent way to build better affinity, whether it’s for networking or a personal catch-up.
Sure, you can catch up with electronic mail, but a telephone conversation is more interactive and provides more detailed information.
Communication by phone can do a much better job of transmitting emotions, fellowship and companionship than electronic mail.
Phone calls help to reduce time consuming to and fro communication
An email is not the best way when you want an instant answer for something. In fact, the process of exchanging email back and forth on a particular issue is inefficient.
Rather than spend days to resolve an issue or come to a conclusion via email, a brief communication could get the job done sooner.
No matter what your purpose is, you can go from an endless electronic mail thread of questions and answers to a simple phone call by replacing the seemingly endless electronic mail thread.
Consider situations where there is uncertainty or when clarification is anticipated. In these cases, a phone call is more beneficial than email.
Phone calls are easy to convey personal, sensitive or complicated information
The best example to explain this scenario is telephone support. We all know how support inquires have been complex these days and how it can affect the information conveying process.
Phone calls can be really helpful when you have to walk someone through complicated process.
An email can lose so much auxiliary data, so handling sensitive, individual, or negative conversations is best undertaken in a phone conversation.
It is evident that phone calls are more effective than text-based communications when it comes to creating stronger bonds.
While people feel more connected via voice-based media, they are frightened of the awkwardness, making them favor text-based media.
As far as their experiences are concerned, people reported they formed a stronger bond with their old friend over the phone versus email. In fact, the awkwardness they feel is completely null here.
Emails are best for situations when you need to have a quick or simple question or deliver a status update.
You can use email when multiple people need to be kept in the loop, and you have to share an attachment.
You need to follow up on something, like a potential sale, and don’t want to seem aggressive. When you don’t need a fast response, you can use email.
Additionally, if the person you need to reach hasn’t given you their phone number, it’s probably best to send an email.
There’s room for both emails and telephone in today’s modern office. The key is to accept whichever tool is right for the job you’re trying to do.