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In a previous blog post, I explored the importance of picking up the phone and calling clients. Although that suggestion may seem silly, consider how often you depend on email for answers, direction and even idea exploration. We avoid making that call, for fear of it turning into a meeting! However, by actually chatting with our clients, we connect not only on the project at-hand, but it gives us a chance to better understand their world.
During this past week, I also have found myself providing the same direction to my team as we've discussed the management of workload and assignments. "Why don't you schedule a short meeting for the hand-off," I say, "as I am confident it will help create better success for the person doing the work, and a better product. Give them a call!" As I repeated this over and over again, it caused me to pause and explore how we got out of the habit of actually calling each other. Thus, have you tried calling blog post, part 2.
The Problem with Over-Reliance on Email
Emails, while convenient, sometimes lead to miscommunications and delays in project progress. Although I am guilty of assigning work and direction by email as I'd love to avoid yet another meeting, I am working to be more cognizant of the resulting email exchanges -- the back-and-forth cycle. This digital ping-pong not only consumes a significant amount of time but also drains our mental energy as we anticipate the next question or instructional information. Simple questions or requests often lead to a chain of messages, causing delays. It is my belief that we have ourselves convinced that emailing or even assigning the work in a project management tool is more efficient, but are we really save any time?
Why a Call?
Before we dive any further, let me define “call” as a phone or video chat (i.e., Teams, Zoom, etc.). Even in this era dominated by digital communication, calls are relevant and vital. Here’s why:
Immediate Clarification: Unlike emails, phone or video calls allow for real-time conversations. You can ask follow-up questions, seek clarifications, and resolve doubts instantaneously. This reduces the likelihood of misunderstandings and ensures everyone is on the same page.
Tone and Nuance: Voice communication carries nuances that are often lost in written text. The tone of voice can convey urgency, importance and emotion, which are crucial for effective communication. This helps build better rapport and understanding among team members.
Efficiency: A quick call can often achieve what might take several emails. By discussing tasks directly, you can quickly assign responsibilities, set expectations, and address any concerns. This reduces the time spent waiting for email responses and speeds up decision-making processes.
Personal Connection: Regular phone calls can foster a sense of camaraderie and teamwork. Hearing a colleague’s voice can build stronger relationships and create a more cohesive work environment. This is particularly important in remote teams where face-to-face interaction is limited.
While we all dread yet another meeting invite, look for ways to hand-off work with a short conversation. Consider sending a meeting request for a 15-minute timeslot and then come prepared to the session. Be efficient in your delivery. You may even consider sending an email with details prior to the call so the team member has a chance to review before you meet.
Studies have shown that we waste a lot of time with email, especially when we are in the mode of avoiding a meeting. I know I am guilty of making all sorts of assignments via email and because of my hurried nature, I create email ping-pong.
I ended part one of this blog with the following: This week, let’s commit to talking to each other. Pick up the phone. Ask questions. You may find answers to questions you haven’t even asked yet.
I think this direction still works.