There are several ways to communicate with your clients, but the two most popular options are phone calls and emails. While there are certainly pros and cons to both choices, listed below are 5 reasons why emails have the advantage.
1.You can’t review a phone call later.
Have you ever gotten off a phone call only to realize you don’t quite remember what the other person just said? There is no easy way to simply re-hear your last conversation. Emails have the advantage of being permanent and searchable. No matter how long it’s been since you received an email you can always, and easily, find it and read it again.
2. Phone calls require immediate responses.
Have you ever been asked a question and felt on-the-spot to immediately reply? That’s exactly what happens during phone calls! You can’t be an expert at everything, and every now and again you’ll be asked a question that you don’t know the answer to. If you were asked that question in an email though, you would have time to calmly do some research before responding. Doesn’t that sound much more relaxing? Not only will you be at ease, but your client will receive a much more thorough, and accurate, answer and they’ll view you as a trusted source of information.
3. Phone calls interrupt your work flow.
Have you ever been – ring, ring, ring? Wait, what was I saying? Phone calls easily interrupt your train of thought and your productivity. By taking every call that comes in you’ll find yourself never being able to finish your important tasks that day, instead focused on those who called. With emails you can set aside certain times of the day to check your inbox and deal with any items of urgency, while saving the other emails for a later time. This will ensure all of your clients receive your most focused attention and you are as productive as possible.
4. Phone calls can have bad reception.
Huh? What did you just say? No matter how much technology improves it seems the person on the other line is always hard to hear. Not only is it frustrating for both parties involved, but you can be sure that items are being lost in translation. You can make it easier for everyone for clearly stating what needs to be said in an email. The client on the other end will easily be able to “hear” you when they can just read your words.
5. Phone calls can be much less efficient.
Have you ever found yourself caught in a round of phone-tag? Unfortunately the person who you need to talk to just happens to be unavailable every time you call and you keep missing their calls. By choosing email over phone calls you know that they will receive your message at a time most convenient for them, and you don’t have to find yourself leaving numerous voicemails just waiting for them to call you back.
At Alfano and Company we are always happy to hear from clients! We are here year-round for your tax and accounting needs, so never hesitate to email us. Click here to meet our team and get our email addresses.