Underrated Working Skills: Talking on the Phone
In my years working in public accounting, I've noticed that there are some things people just don't like doing. In particular, I've noticed that younger professionals are hesitant to pick up the phone and call somebody. Many young professionals share the sentiment that sending a message or an email is the preferred method of communication most of the time, but this is not always the case. Today, I'm going to share with you the advantages of having a conversation over the phone and how taking the time to call someone can greatly benefit your workflow.
Why Can't I Just Send an Email Like a Normal Person?
Emails are a critical and necessary tool for modern-day workplace communication. Understanding how to properly write and respond to emails is a critical skill that everyone should have, but not everything is done efficiently by email. Emails are great for:
Long and thought out messages
Giving context to reports and other attachments communicated through the email
Documenting communications that can be referred to at a later date
Can be read or responded to at any time
Personally, when I am writing an email I am likely doing so because of one of these reasons, usually for documentation and giving the other party time to respond if it is not urgent.
At the same time, emails:
Can get caught in spam filters
May not be read or responded to immediately
Can be misread or misinterpreted
Conveys the whole message before giving the recipient a chance to respond
If I have any suspicion that I might be dealing with any of these downsides if I send an email, I reach for the phone. Talking directly to a coworker or client over the phone allows me to negate the downsides of email because:
As long as they pick up the phone, I know I'm not in a spam folder somewhere
As long as they pick up the phone, I know I probably have their attention and can get an immediate response
I'm able to tell if they are confused or misinterpreted something based on their tone of voice and response
I can check to make sure that they understand something before moving on to the next step.
On top of negating the downsides of emails, talking over the phone allows you to:
Easily communicate about other unrelated issues,
Catch up on a personal level with the other person,
Open the conversation for any questions that would otherwise be left unasked
Just like written communication, oral communication is a skill that gets easier with practice. In the modern age of technology, young professionals have grown accustomed to texting for pretty much anything, so cold-calling a coworker or client is not as natural for them. If you fall in the category of younger professional, I highly recommend stepping out of your comfort zone when you can to call your clients and coworkers when it is efficient to do so. A young professional that can develop the skills to get things done over the phone as well as over text an email is a force to be reckoned with!