What do you know about the different ways to communicate? Every communication mode — in-person visit, telephone call, hard-copy letter, email — has distinct attributes and deficiencies. As you strive for everyday effectiveness, be aware of their strengths and weaknesses, and select the mode that best serves you.
In-Person Visit
Want to make an impact on someone? Make a personal, unscheduled visit to his/her office or home. The power of the personal visit can be advantageous if you use it wisely. For example, stop by a customer’s, vendor’s, or old friend’s office. Few things can more effectively convey respect, rekindle a relationship or clear up a misunderstanding.
Think someone is being unreasonable? Not taking you seriously? Try a personal visit to his/her office (or home, if it’s a personal matter). Conduct yourself in a polite, professional manner, even if tensions are high. Even if he/she does not agree with your message, it will be heard loud and clear.
Phone Call
I know, you’re absolutely slammed with obligations and activities. That’s a business owner’s life. So you use the fastest, easiest way to communicate: email. As a business owner, you can go for a long time without actually talking to people live. Vendors and customers work with your firm through other employees and representatives. Over time, these people lose track of where they stand with you (and you with them) and how you view them. You need to pick up the phone and actually have a conversation now and then. Maybe even arrange to meet in person, just to reconnect. It’s OK to have no set agenda — just reconnect and see how things are going. They’ll be flattered.
Here’s another reason to occasionally pick up the phone – you don’t like surprises. No business owner likes surprises. Surprises come when you have not kept in touch with people who are important to you and when you’ve failed to keep abreast of what’s going on with the relationships you count on.
Well-Written Letter
Handwritten letters are nearly a thing of the past, so much so that if you want to stand out from the crowd today, write a letter! A professional, beautifully written letter on quality stationery can make a positive impression. It can also go a long way toward helping you and your message be taken seriously.
It’s easy for people to discard emails and delete voice mail messages. If you find yourself being ignored, consider a professionally written letter. In certain situations, cc’ing the letter to your attorney might be just the thing that gets the recipient off high-center. But be sure you’re ready and willing to follow through if the recipient calls your bluff.
Email is wonderful. It’s also absolutely terrible. We use it impulsively. We misspell. We send hasty messages when our emotions are high. We write incomplete sentences and unclear messages. Do yourself a favor — use email less. Pick up the phone more. Make personal visits.
To be sure, I’ve suffered gaping wounds from my own poor and impulsive email communications. I’m sure you have, too. We should never use email to discuss, argue, criticize, correct, negotiate or “work things out.” It’s just not fit for these uses. Use email to transmit factual information, copies of documents and very short snippets of information. That’s all.
The table below and the one on page 11 summarize the pros and cons of the four main modes of communication: in-person meeting, telephone call, hard-copy letter, email. Take time to review them and carefully consider your use of each. Choose them and use them wisely, and you’ll be more effective — personally and professionally.
Click Here for a larger image of Chart
Click Here for a larger image of the Chart
This article originally appeared in The Business Owner Journal, the periodical of choice for owners of small and midsize private businesses. All rights reserved, D.L. Perkins LLC. © 2012.
This publication is intended to provide general information on the subject matters covered. It is sold and distributed with the understanding that neither the publisher nor any distributor or advertiser is engaged in providing legal, tax, insurance, investment or other professional advice. The advice of a qualified professional should be sought before any reader applies a concept presented herein to his or her particular situation or business.
D.L. Perkins, LLC is solely responsible for this content.
