Edison’s invention hit the world by storm and in a significantly brief period, the telephone was found in almost every house across the globe. In the twentieth century when the internet was invented, the world was introduced to a new way of communication and that was through emails. No matter how convenient and easy it is to make a phone call but emails have their advantages that can’t be achieved with the help of a telephonic conversation.
Understanding how emails are way better than phone calls
Emails establish a more professional and to-the-point type of communication and are highly safe when it comes to the professional world. You can’t possibly review a phone call before you’re going to have it as they happen in the spur of the moment. You cannot review or edit the statement that you’re about to use in a phone call, which sometimes, proves to be a disaster as you flow with your emotions over a professional appeal.
Therefore, emails have a higher hand in this as you can review the email written by you a million times before it is sent. Often, people are not in the habit of recording their phone calls and thus, miss out very minute but crucial details. But, when it comes to emails, you can easily have a record of everything that is sent or received along with the dates and timings, making it the most appropriate communication method for the corporate or business world.
Like discussed previously in the article, calls can neither be reviewed and in most cases, are lost once the conversation ends. This is where emails come handy in keeping records of the slightest details of a conversation or a deal. This loss of data is very harmful and can play out to be a disaster at crucial points. It is thus, necessary to be able to get back to the details of any deals made in the corporate world and otherwise and there is no better way to ensure that other than emails. It is commonly said that’ nothing ever gets lost on the internet, and emails are the live examples of this phenomenon. You can always back-track your conversation with a person if it has been mailed at some point.
Moreover, phone calls are most of the time a waste of time as your phone often rings at the wrong hour, but email can be replied at any point according to your free time. You can also attach various documents, images or diagram with an email to explain your short position with more clarity which is not possible over a call. Emails don’t interrupt you while doing your regular day to day work and you can also review the information shared over an email to do a revision which isn’t possible over a call. A dance of silence and interruptions do not affect your emails as they affect your requests. More often than not, calls tend to disrupt the schedule that you might be already following. Not necessarily do they always interrupt an essential business meeting or buzz up in the middle of a date. One phone call vibrating right beside your pillow might be enough to spoil your much-needed power nap. This will for sure ruin your mood in that particular moment and might have adverse effects on the conversation that succeeds.
Consequently, you can always request a person to send you an email instead of a call, and you can convey the same using the following ways.
- Give the said individual a heads up on your schedule and let them know that you’re sorry for not being able to positively respond to their calls.
- Do not hesitate to let the other know that you’re appreciative of their efforts of trying to be in contact. It might not require too much of your energy to type one extra line, but to the other person, this exact thing might make them feel warm. And if the person is someone outside of your business relations, and happens to be close to you, you would not want to come out as rude or arrogant. It becomes essential that you let them have an insight into your feelings towards them.
“Hey, how have you been? My schedule has kept me so occupied lately that I haven’t had the time to catch up on anything else. I’m so glad that you called. Maybe you can leave me a mail, and I’ll get back to you.”
- There are times when you might not share a warm bond with the person, and everything is strictly professional. In such a case, you can stick to basic mannerisms, greetings and formal use of language. Messages like the one that follows might prove useful.
“I’m sorry for the inability for responding to your call. I would appreciate if you could please confirm your concerns over the mail. Awaiting for your reply.”
- In certain situations, you might be too held up to take a call or to even revert to it. However, you also know that the request might have some important message to be delivered. In that case, you can drop in a mail saying:
“Apologies for the inconvenience. Please leave a mail, and I will try to get back as soon as possible.”
These messages might look tiny in the structure; however, it can be efficient enough to deliver the tone of urgency in the news.
- Even if you’re leading an extremely packed up schedule, there are specific phone calls that need to be attended. However, it might not always be quite possible to be available at the time of the request. To make sure that you’re able to get back to this person whenever you get time, you can send them a mail asking them to schedule a time for the call so you can make yourself free during the particular hour.
“Hi, I have been too occupied. Let me know when you’re free in the day, and we can catch up soon.”
“Hello, I’m sorry that I couldn’t pick up your call. I was in the middle of something. However, you might want to drop me a mail, and I will get back on it as soon as possible.”
Short and crisp statements like this do not consume much from the schedule but will serve their purpose.
There are undoubtedly various ways in which you can ask someone to switch to emails instead of calls, and some of the mainstream ones have been discussed above. However, one needs to keep in consideration the relation that they share with the concerned person, the time, the probable context of the call and of course their schedule, before sending in the mail. One can always experiment with the terms and the language used. However, make sure that you do not miss out on the primary motto of the message. Try to stick to crisp and straightforward style to avoid confusion and secure delivery of information.
