Do you still send an email if you need something urgent? Surely a text is faster. But will that reduce the gravitas of a situation? Maybe a call would be better—but will that be too forward and intrusive?
What we definitely need, given all our channels today, is a handy reference that provides a better understanding of when each platform should be used. Below are the new rules for internal office communication in 2018.
Today’s tech-savvy generation prefers to coordinate via email. The key thing to remember about email, however, is that it’s a form of one-way communication. As easy as it is to shoot an email to ensure you have a soft copy trail of your exchange that can be referenced, keep in mind that it doesn’t facilitate real-time exchange of ideas.
That said, it’s best used when you:
Common workplace culture now considers round-the-clock access to email disruptive to work/ life balance. As such, most consider email today as something that will be reviewed only during business hours. Anything sent past end-of-day will be relegated for tomorrow’s to-do list.
Avoid sending an email if:
Texting suffers from the reputation of being too informal. (Especially when you use your own personal number to contact clients and coworkers). Yet, that hasn’t stopped companies from using texting in business communication—especially when you need an instant reply. In fact, in the US alone, statistics show that eight billion personal and professional text messages are sent daily.
With text messages, you can assume that any message you send is received in real-time. In fact, 90 percent of text messages sent are read within the next 3 minutes after they are sent. This makes it great for:
Like all forms of technology, text messaging does have some drawbacks. For instance, the platform is really designed to deliver short, succinct messages. In the context of business, avoid sending a text in the following scenarios—
Despite the many options for internal office communication channels, voice calls have remained a tried and true staple of business communication. Customers, clients, and other stakeholders still recognize it as a primary means to reach out, even if they personally prefer to send an email instead.
At the end of the day, a voice call is still necessary, especially in these situations:
Phone calls today are a rarity. As such, when someone reaches out via a voice call, it’s very easy to assume that it’s urgent.
With that in mind, avoid calling when:
There is a time and place for emailing, calling, and texting. Identifying when they can be best used will be invaluable for your team. It’s not a competition between all the available platforms—in fact, each one has advantages that are complementary to the others. So it’s time to embrace the many options for internal office communication options in 2o18.
In fact, some platforms even provide a way to streamline all these platforms in a single, centralized system. This centralizing strategy is called Unified Communications (UC). That said, if you would like your company to experience the flexibility offered by a centralized communications platform, you should consider a unifying communication technology like Hosted VoIP system.
Hosted VoIP offers UC solutions by centralizing your smartphone, business phone, chat, and video. For more information on a Hosted VoIP solution to simplify and strengthen your internal office communication, get in touch with Jive today.