When you should use VoIP calling instead of email

VoIP calling reigns supreme when you find yourself in these situations. 

Communication is an essential part of running a business. While technology has made communication easier and simple, choosing a channel that is not effective for the type of message you want to deliver can leave recipients misinformed. 

Whether you need to contact clients, suppliers, or employees – you’re probably wondering when it’s okay to email them and when you should pick up the phone. 

Understandably, there are reasons why many people prefer email. It gives them the opportunity to choose their words carefully as well as get straight to the point. But, the truth is, there are some situations better left suited for a VoIP phone call. 

In this post, we outline five scenarios where it makes more sense to call instead of sending an email. If you find yourself in these situations, there’s a good chance that VoIP calling is the best option for you.

When the topic is complicated

In your mind, your message is clear but your recipient may not understand it well enough. The drawback of email in this situation is that it often results in back and forth communication, which is time consuming. A conversation over the phone makes it easier on yourself (and the person trying to learn) as it gives you the chance to explain technical and technical and multi-layered concepts in real time.

When the topic is personal/sensitive

Email is not the appropriate medium for personal or sensitive topics such as family problems, life-changing situations, emotional difficulties, or illness. For one thing, it’s easy for a recipient to misread an email when they can’t hear your tone of voice. For another, you’re leaving a trail that others can easily access or forward. A face-to-face conversation is the best way to show someone you care, however, when it’s not possible, a phone call is more fitting.

When it’s an urgent matter

Email is not an “immediate response” type of tool. People only check their emails intermittently so even if you’ve marked it as urgent, it’s unlikely that they’ll respond in time. In an environment where acting quickly can make or break the success of a project, the phone is the best tool to get your recipients to act now.

When you want to build relationships with clients

Emails have proven their worth in client communication. But if you want to stay in touch and foster long-term relationships with your clients, don’t count on emails alone. Having regular phone calls with your clients will bring you both closer and make them feel appreciated and cared for.

When you want to save time

According to a study by McKinsey, the average professional devotes 2.6 hours of their day creating, reading, and answering emails. If you want to spend less time in your inbox and more time focusing on important tasks, a phone call offers you a quicker, more accurate way to communicate. 

• RELATED POST: The obstacles that VoIP can help you overcome

Both email and your business’ telephone system have their advantages but sometimes that phone call is the smarter choice that delivers payoffs in time and results.   

While keeping this information in mind, consider the potential rewards of switching to a VoIP telephony solution, such as excellent audio quality during your conversations and lower costs to place a call.