Each day at work I have, at my fingertips, half a dozen
ways to communicate with a dozen different people. Some are down the hall. Some
are across the country. And each day I use many of them—email, instant message, phone,
in-person—but I use them for different things at different times in different
ways. In doing so, I’ve communicated using every method for every kind of
conversation: giving instructions, summarizing meetings, implementing strategies,
asking questions, brainstorming, casting
vision, gathering feedback, solving problems. In the process, I’ve discovered
that some methods are better than others; it just depends on what I’m using it
for. Finally I decided to write it down.
Below, I’ve listed many of the most common forms of
communication most of us will use sometime today. And I’ve included how each
one has worked best for me. I’d love to hear if you have similar practices.
Email 1.0: From your computer.
In business, email is great for summarizing a meeting.
“Who’s responsible for what?” Follow up the meeting with the email. Meetings
get disorderly. Summarizing action items and resolutions from a meeting ensures
that everyone heard the same thing. If something wasn’t clear in the meeting,
an email will either expose the open issue or clarify it.
It’s also good for following up on an known problem, but
not for laying out the problem initially. That takes too much ink. If you’re
explaining a problem, it’s probably convoluted—that’s why it’s a problem—and is
better left to a phone call or in-person conversation.
Avoid using it for passing details like, “The project
deadline just changed to Sept 15” or “What kind of sandwich should I order you
for lunch?”
Best suited to: Group communication, formal memos,
summaries
Avoid using it for: Explaining a problem or a procedure;
project details that come and go
Email 2.0: On your smartphone.
On your phone, email is for reading, not writing. If
you’re responding to emails, stick to what needs a short response. Don’t
torture yourself trying to long-form it with your thumbs. If you receive an
email that requires a longer response and you’re not near a computer, call
them. You have a phone! Save your opposable thumbs for the important things,
like golfing.
Tip: Add a signature that shows that you’re emailing from
a phone. It will help your recipients understand why your response is so short.
A good signature that a colleague of mine uses: “Sent from my iPhone and very
likely full of typos.” A multitude of sins, covered.
Best suited to: Reading emails; Short responses; Staying
up to speed
Avoid using it for: everything else
Instant messaging.
At work, IM can help keep your email box clearer. Isn’t
that reason enough? If you have a simple question needing a simple answer, IM
him or her. “Do I need to double-space my TPS report?” IM that. “What is the
best way to handle this customer complaint?” Grab the phone or walk over.
For a little back and forth, IM is the better option than
email. For a lot of back and forth, on the other hand, go for the phone. This
avoids that string of emails with the same subject line, and it’s better
organized.
IM is also good for impromptu group meetings. To square
away some details fast, group IM works well. One caveat: Use IM with peers.
Don’t IM the COO.
Be careful: Instant messaging has a more casual flavor to
it than email does. So beware of that in professional settings.
Best suited to: Yes/No questions; Short back-and-forth; impromptu,
time-sensitive group “meetings”
Avoid using it for: initially explaining a problem;
communicating with your boss or your boss’s boss, etc.
Phone calls.
Do you need to explain a lot of background information?
Kill the email, and avoid the instant message. Go for the phone call. (Or even
better, go vis-à-vis.)
Newer text-based communications get a lot of love these
days, but the phone is hard to beat. It seems outdated or outmoded, but phone
calls are still one of the best options for one-on-one conversations. It’s
almost frictionless in terms navigating complex discussions. The voice, the
intonation, and the immediate feedback really make a more personal connection
too. That can be hugely meaningful.
In phone calls, people better visualize each other, and
this personalizes the experience too. Don’t discount that. Personal
communication like this can be really beneficial. Systems creates silos, but
phone calls break down barriers.
Phone calls are best when you need to use lots of words.
“What” questions are a good indication you should dial their extension. In
written communication, we do a quick cost/benefit analysis between “need to
know” and “how much time it will take me to type my question.” Phone calls
reduce the cost.
Soapbox: Pick up the phone more often at work. It can
improve coworker relationships and project efficiency. Try it a few times; it’s
an acquired taste.
Best suited to: Explaining a problem; One-on-one
conversations with open-ended questions; issues that require lots of backstory
Avoid using it for: Explaining a procedure: “How to . .
.”
In-person.
Job training is easiest in-person. Explaining how to do
something over the phone can be a challenge: “Ok, so click on the button in the
bottom left of your screen. Do you see the . . . ? No? Oh your computer must be
different than mine. Okay, what are you looking at right now?” It just doesn’t
work. When you’re both looking at the same thing, you can point and explain and
gauge understanding.
Best suited to: Explaining a procedure: “how to”; sharing
sensitive information, having tough conversations
Avoid using it for: communicating lists of instructions
or action items
Twitter.
Twitter put the “intercourse” into “Internet.” It really
is the place of exchange for everything on the Web.
Twitter is good for promoting your brand, but not your
ideas. If anyone does disagree with your 140-character summary, beware: the
exchanges are horrendous. Not necessarily the content, but the organization of
it. Trying to track a conversation is abysmal; every tweet response swirls off
into untraceable eddies.
Best suited to: self-promotion; breaking news; links to
websites, articles, videos, images
Avoid using it for: self-promotion; actual conversations
Skype.
Skype is great for a scheduled meeting between two people
across the country. It doesn’t gain a whole lot over a phone call, and for
people who don’t know each other well, it can actually be more awkward than
beneficial. The phone call is in some ways more intimate (you’re whispering in
each other’s ear, after all) while also being less self-conscious.
Best suited to: familiar faces; scheduled, long-distance
meetings; long-distance “how to” conversations
Avoid using it for: unfamiliar faces
Texting: Facts with Friends.
In business, the only texts I’ve received from colleagues
have to do with them being out sick for the day. I think this is a good use and
limit. (No more faking the flu over the phone.)
Texting is the thin ice of the communication pond. Skate
at your own risk. There are no lifeguards. Texting strips away all context, and
140-characters are just enough to be misread by anyone who isn’t your BFF. The
only successful social texting I’ve experienced has been with close friends who
share the same outlook, humor, and life experiences—in short, a lot of
already-shared context.
Texting happens primarily among friends. Because it’s so
casual, it seems like it would be great socially, but not so. This makes
texting an awkward bird. Instead, texting is best for relaying information like
addresses, meeting times, flight info, and the like.
Paradox: Texting is super cas . . . (ual), but it’s best
for facts with friends.
Best suited to: Communicating the facts to friends (and only
sometimes to colleagues); play-by-play updates en-route to meeting someone
Avoid using it for: socializing; weighing the options;
any emotion, especially sarcasm
The Killer Combo: Talk and Text.
If you really want to communicate well. This is the
one-two punch: an in-person meeting or a phone conversation followed by an
email summary of decisions and action steps. These two methods really
compliment each other. The conversation isn’t slowed down by its medium (even
if the subject matter is complex or difficult), and the written summary
organizes it all, helping everyone see the main points of the conversation.
(They can also spot anything you accidentally left out.)
Besides being good communication, it also improves the
working relationships. Summarizing your meeting tells your colleagues that you
were engaged, and they will appreciate having a record for later reference. You
can afford to have people like you at work.
Best suited to: Meetings with lots of project details and
action items; forwarding that YouTube video you were telling them about
Avoid using it for: Personal conversations . . . you'll look Type A.
Conclusion
So have you considered how you use different
communication options? Are you intentional about them?
How do you typically use the different options available
to you? Have you found yourself using one kind more than others? Or do you
choose based on the situation?
I’d love to hear other people’s thoughts about their
communication habits.