Top tips for managing your digital communications tools
We can all feel like we are drowning in digital communications and are consumed by the 24/7 digital noise. The norm is to respond to everything the instant we receive it and to check all social media updates and sink with FOMO if we werent invited to a party or even a meeting!
The objective of technology is to make us more effective and productive and not hinder us.
It is time to stop manic multi-tasking and thinking that everything has to be now and instant – take a step back, breath, focus, and learn to how to manage your digital communications so you become empowered by technology and not enslaved by it.
Phone – the power of voice
By speaking on the phone we can develop a personal connection with a person, understand their tone of voice and talk in more depth, therefore, strengthening the connection.
There is less margin for error or misinterpretation, and of course, the advantage is also there are more opportunities for conversations on a personal level and for humour.
Another benefit is trust and authenticity can be built more quickly in comparison to an email or text.
When to use it:
? To resolve something urgently that is complex. (It is often easier to get results face to face over the phone as you can talk around the issues.)
When you are chasing someone
If a client or employee has been ignoring your emails and messages then pick up the phone and talk to them about it. It will be much quicker. There are times when you must deliver bad news or discuss something personal and empathy is required. This can only be achieved in a face to face meeting or on a phone call
You have a business issue to chat through and also it’s been a while since you spoke to the person so you want to catch up with them. Email remains very much the most used communications tool in business.
However, the issue is that you end up with a full inbox and people still copy you in on irrelevant emails.
We send roughly 281.1 billion emails a day, a figure that is estimated to increase to 333.2 billion by 2022, according to Statista.
Therefore, we would expect that emails often get ignored, deleted or end up in the junk box. Emails are not the most effective way to communicate and it is much easier to use other tools such as picking up the phone.
When to use it?
? Sitting at your desk or on move from smartphones or tablets? To document conversations and activities? To send files
Video and audio conference calls
These tools are great when you want to speak with a group of people in another location without having to travel. With video, you can read people’s body language and easily gage reactions to what you are saying. When to use it?
? For a team meeting to discuss a project or proposal? If there is an issue you can have a collective discussion? To screen share a document and go through it together
Conferencing and collaboration solutions contain instant messaging tools and you can see your colleagues presence, when they are available and when they arent. However, people expect an instant response and tend to ignore the busy? and do not disturb signs.
When to use it?
? When you need an instant answer to a question
? You may need to talk to someone and ask them to call you when you are free.
Jonathan Sharp, Director, Britannic Technologies has 20 years experience in IT & Telecoms with a proven ability to lead and motivate teams, execute change, deliver market differentiation and achieve profitable growth. He is currently responsible for Sales, PreSales, Marketing & Project Management teams and instrumental in company vision, strategy & direction.