It's the Tuesday morning status check in.

Project Manager - “Where are we on X, Y, and Z?”

Engineer – “I sent an email last week, but haven’t heard back yet.”

Project Manager – Picks up phone, connects voice to ear, addresses and resolves in two minute phone conversation.

More and more, we are seeing folks rely on email, text, or IM as their primary mode of communication. And while it’s true, that these are tremendously convenient, they’re not always the best tools for every situation.

There are times where *gasp* a phone call (what is this, the 80’s?!), a TEAMs meeting, or *clutching my pearls* a face-to-face interaction is needed. Why? Because, they provide a depth of understanding and connection that most written messages lack.

We love an email, a text, or an IM. And, in the below cases they’re completely appropriate.

1. Sharing Quick Updates or Information:

• Use emails, texts, or instant messages when you need to convey brief, straightforward information such as updates on projects, schedules, or deadlines.

2. Sending Documents or Files:

• These digital forms of communication are ideal for attaching documents,      spreadsheets, or presentations that need to be reviewed or shared.

3. Scheduling Meetings or Appointments:

• Emails and texts are great for setting up appointments, confirming meeting times,      or arranging logistics for virtual or in-person gatherings.

4. Asynchronous Communication:

• When the conversation doesn't require an immediate response, written messages      allow recipients to reply at their convenience.

5. Formal Requests or Confirmations:

• Use emails for official requests, confirmations of decisions, or documentation      of agreements to keep a record of communication.

But, when there’s a string of 27 email with the same subject in your inbox, we’ve likely utilized the wrong mode of communication. When is a phone call or a TEAMs meeting more appropriate?

1. Complex Discussions or Problem-Solving:

• Phone calls or TEAMs meetings are best for in-depth discussions, brainstorming      sessions, or when problem-solving requires real-time interaction and feedback.

2. Clarifying Misunderstandings:

• When written communication leads to confusion or misunderstandings, a phone      call or video call can quickly clear things up by allowing for immediate clarification.

3. Building Rapport and Relationships:

• Personal connections are crucial for team dynamics and client relationships. Phone      calls or TEAMs meetings provide the opportunity to build rapport, trust, and understanding.

4. Urgent Matters or Emergencies:

• When time is of the essence, such as urgent requests or time-sensitive issues, a phone call ensures a prompt response and resolution.

5. Virtual Team Collaboration:

• For teams working remotely, TEAMs meetings foster collaboration, creativity, and a sense of unity by simulating face-to-face interactions.

And yes, we also said face to face. And, we get it. This requires a shower, and putting on pants. But, it’s worth it, as it’s an incredibly powerful way to connect. When?

1. Important Negotiations or Presentations:

• When the stakes are high, such as negotiating contracts or delivering important      presentations, face-to-face meetings convey professionalism and sincerity.

2. Team Building and Workshops:

• Face-to-face interactions are invaluable for team-building activities, workshops, or      training sessions that require physical presence and engagement.

3. Resolving Conflicts or Delicate Matters:

• Sensitive conversations, conflicts, or discussions that require empathy and      understanding are best handled in person, where non-verbal cues can be      observed.

4. Celebrating Achievements or Milestones:

• To mark significant achievements, milestones, or project completions, nothing      beats the impact of face-to-face celebrations or recognition events.

5. Creating Lasting Impressions:

• Whether meeting clients, partners, or potential investors, face-to-face meetings      leave a lasting impression and strengthen business relationships.

So, now we know. And, by understanding the strengths of each communication tool and using them appropriately, teams can cultivate effective collaboration, build strong relationships, and achieve shared goals with confidence.

Next time you reach for your keyboard, consider the nature of your message and the impact you want to create. And maybe, reach for your phone instead.