It seems like no one ever wants to talk anymore – and by talk, we mean the traditional sense of the word.
Open mouth.
Sound comes out.
Other person repeats.
Sounds crazy doesn’t it? But back in the day, every one used to do it. There was no texting, no emailing, no instant messaging, no social media, and no texting inside an email inside social media. People talked all… the… time… It was, dare I say, normal.
However, whether you’re an advocate of speaking or typing, closing the mouth and resorting to the digital or physical keyboard can be a very good thing for the sake of productivity and efficiency. It can turn an awkward and dreadfully dull 30-minute conversation into a two-line email or short instant message. And that’s, dare I say, wonderful.
This being said, there are still times where spoken words are an absolute necessity, and no matter how much you try to force it, an email, text, or IM will simply not suffice. Here are a few of those instances where you’ll want to step away from the computer, smartphone, and inbox, and step back into the world where legitimate humans exist.
When you go beyond a paragraph
There’s a time and a place for paragraphs, but it’s certainly not at work in an email (and I’m just going to think the best of you and assume you’re not throwing paragraphs into an instant message). If your email is getting pretty lengthy, it’s best just to pick up the phone, or – gulp – walk over to the person you need to talk to. The more you write, the more things are open for interpretation. People will misinterpret information and completely misread parts of what you write. It’s better to nip it in the bud, and refrain from typing out what you really need to just say.
When you start a new project
When you’re working with other people on a project, drastic changes and detailed instructions should always be handled in person or over the phone. You need to have the opportunity to pick up on verbal and physical cues so you can confirm that your team members actually understand what you’re saying. Plus, it’s incredibly easy to read one sentence many different ways – which means you could potentially end up with a project that looks nothing like the one you anticipated.
When emotions are involved
As soon as you sense sarcasm, anger, or frustration inside a written piece of correspondence, shut… it… down. Even if you’re the angry one, it’s not worth all the snarky back-and-forth nonsense that ultimately accomplishes nothing and gets you nowhere. Pick up the phone, address the issue, say it like it is, and be that productive, cooperative employee you know you can be.
When multiple people are in the mix
Sending an email or instant message to a large group of people at once is an ability that people should never take for granted. It’s the epitome of a time-saver that no person will ever be able to replace. However… this should be saved for simple things – like changing the time of a meeting or sending out a congratulatory message. Group messages should never, ever be used for anything more than that. You will get bombarded by millions of follow-ups, questions, and unnecessary remarks. If it’s something important or worthy of an explanation, just call a meeting. That group message is going to result in a meeting anyways – might as well cut to the chase.
