Domineering behavior in meetings can annoy your team members. Address it promptly to avoid escalating issues.
In the fast-paced world of modern work, understanding when to communicate in writing and when to have a call can make a significant difference in productivity and team dynamics.
Being concise doesn't merely mean being brief; the value of a message isn't determined by its length. A long message on Slack doesn't automatically necessitate a call. However, if a topic could generate dozens of back-and-forth messages and confusion when written, a call might be the better option.
On the other hand, people can read at their own pace, which allows for better understanding compared to a call. A clear written response can save time and be more efficient, as it allows others to read and understand the information at their own pace.
Effective strategies for deciding when to respond in writing versus having a call depend on the nature of the message, urgency, sensitivity, and team preferences. Generally, use written communication such as emails or messages when the information is routine, non-urgent, requires a formal record, or when recipients need time to process or refer back to details. Opt for a call or live conversation when the topic involves complexity, urgency, emotional or sensitive issues, immediate interaction, or when rapid feedback and clarification are necessary.
Urgency and immediacy are crucial factors. If a quick decision or immediate response is needed, calls or video meetings are more effective. Written messages suit less urgent updates or non-time-sensitive information.
Complex topics benefit from calls, where tone and immediate clarification prevent misunderstandings. Straightforward or instructional communication often works well in writing.
For confidential, personal, or sensitive topics, in-person or call communication helps convey empathy and support better than writing.
When records of communication are essential, such as policy updates or instructional materials, written responses are preferable.
Some team members may prefer written communication, while others respond better to calls or video chats. Surveying or asking the team can help identify best channels.
Calls facilitate dynamic back-and-forth conversation and real-time feedback, enhancing understanding and collaboration. For simple feedback or acknowledgment, writing is sufficient.
Written communication works better across different time zones or schedules, whereas calls require synchronous availability.
In practice, many teams use a hybrid communication strategy: written updates for general information and scheduling calls for meetings needing discussion or resolution.
The quality of writing doesn't matter; the work of thinking is crucial before responding, whether in writing or on a call. The problem with using calls as a default resource is that it can lead to time-consuming follow-up emails to clarify the point.
The next time someone asks a reasonable question in Slack, consider reflecting on whether a call is necessary and whether a useful response can be given in writing. Ask yourself if you can provide a basis for a live conversation in writing and if you don't know what to say in writing, could you say it now instead of having a call.
The true cost of using calls as a default resource isn't just time, but also how others perceive you. Being selfish by avoiding thinking ahead and using calls as a default resource can lead to increased time spent for everyone else and negatively impact how others perceive you.
Sources emphasize choosing the right method based on message content, urgency, emotional weight, and communication effectiveness in your specific team context.
- Moving beyond work, a well-thought-out email can be an effective tool for fashion-and-beauty advice, providing detailed instructions and allowing the recipient to consider the information before responding.
- When planning for a long vacation or holiday trip, extensive research, purchasing, and organization can best be done through shopping online, giving ample time to review and compare travel, food-and-drink, and home-and-garden essentials.
- For pet owners who work from home, asking for advice on training challenges or choosing appropriate food can be done through written communication, making it easy to refer back to helpful tips and resources.
- Cultivating healthy relationships can often involve long, thoughtful emails about feelings and challenges, giving both parties the time they need to process and respond authentically.
- When looking for new furniture, home accessories, or decorations, shopping websites offer visual representations and detailed descriptions, making it easier to envision the final product before making a decision. However, if specific sizing or delivery questions arise, a call or chat with customer service may be necessary for clarification.
