In business, communication is critical. Whether trying to seal a deal, make a sale, or build relationships with clients and partners, there are several ways to communicate with the target audience. A call or email is the most common business-to-business (B2B) communication method.
A phone call in a B2B setting typically establishes a personal connection with the other person and discusses matters in more detail than what you can convey in an email. Phone calls are also excellent for building relationships with potential clients and partners.
On the other hand, email is a great way to send documents, proposals, and other information that doesn't require an immediate response. It's also useful for follow-up after a phone call or meeting. So which is better - call or email? Read on to learn more about how phone calls are better than emails, and Community Phone, the best wireless landline service provider in the US.
When Are Phone Calls More Effective than Emails?
While both calling and emailing have advantages, there are times when a phone call is more effective than an email. You can get immediate feedback and clarification when you call someone, especially for urgent matters.
But with an email, you have to wait for a reply, which can often take days or weeks. Therefore, a phone call is a great way to build rapport and establish a relationship with someone. Let's get more specific about call vs. email.
1. When Emotions are Involved
When customers or clients are angry, resolving their issues promptly is essential. A call or email can help diffuse the situation. However, phone calls are often more effective than email in resolving customer service issues. Customers can misinterpret the tone of an email since they can't hear the person's voice.
But with a phone call, you can directly tell your side of the story and apologize to them over the phone. It allows you to give them your full attention and show that you take their complaint seriously.
Additionally, an apology over the phone can help calm the customer or client down and resolve the situation more quickly.
2. When Discussing Something Complicated
When you try to explain something over email, it can often get lost in translation. There are often many moving parts in a business, and it can be difficult to explain everything in an email without leaving out critical details. There will be a lot of back and forth before everyone is on the same page, and it can be frustrating for all parties involved and a waste of time.
Therefore, phone calls are often a better option when discussing something complicated. You can explain the problem or situation more thoroughly and get clarification from the other person immediately.
3. For Urgent Matters
A phone call is also a great way to handle urgent matters. If you need to contact someone immediately, an email won't do. With a phone call, you can reach out to someone immediately and get the information you need. This promptness is crucial for businesses that rely on timely communication.
When every minute counts, you can't afford to wait for a reply to an email. In addition, you can leave a voicemail if the person you're trying to reach is unavailable. This way, they'll get your message as soon as they check their voicemail. But with an email, there's no guarantee that the person will receive it immediately. And even if they do, they might not reply immediately.
4. To Discuss Personal Matters
If you need to discuss personal matters with someone, it's always better to call them instead of emailing them. A phone call is more intimate and allows you to have a two-way conversation. You can also sense the other person's emotions, which can help resolve any issues.
On the other hand, an email can often be seen as cold and impersonal. Email communication can sometimes make resolving issues you're having more challenging. It's also a one-way communication, so you might not get the feedback or clarification you need. It's also worth noting that some personal matters are better left unsaid in an email.
As you can see, these are why you should call instead of email, as it is often a better choice.
5. If You Anticipate a Lot of Questions
Email vs. phone calls is often a matter of preference, whether you like one or the other. But if you anticipate that the other person will have many questions, it might be best to pick up the phone. This way, you can quickly answer any questions that they have.
Not only is this a waste of time, but it can also be frustrating. You might find yourself going back and forth for days to answer a few simple questions with an email. And if the other person doesn't understand your answers, they'll likely give up and move on. But with a phone call, you can clarify anything unclear and ensure that the other person understands what you're saying.
6. When You Are Pitching Someone
A phone call is consistently more effective than an email if you're trying to pitch someone on an idea, product, or service. You can hear their voice and gauge their reaction, which will give you a better sense of whether or not they're interested. With an email, they can easily ignore your message or delete it without reading it.
A phone call also allows you to build rapport with the other person and can be helpful if you're trying to establish a business relationship. You want the other person to like and trust you, and that's much easier to do over the phone than through email.
7. When You Want Someone to Feel Valued
Have you ever sent an email and never received a response? It's frustrating. Well, it's worse for the person who didn't get a response. They might feel they're not vital to you or you don't value their time.
A phone call shows that you're taking the time to reach out and connect with them. It also shows that you value their time and are interested in hearing what they say. You can't always get that same level of connection with an email. This is why it's always best to call instead of email when you want someone to feel valued in the business.
Get The Best Business Phone Service with Community Phone
Community Phone is a wireless landline service that works without the internet or copper wires. You can call anyone anytime without worrying about a dropped call or a poor signal.
Over 5000 homes and businesses, including KFC, Starbucks, Dunkin Donuts, Wells Fargo, 7-Eleven, and many more, trust the reliability of Community Phone.
Community Phone is the ideal landline service for companies that want reliable, crystal-clear calling without the high cost or hassle of a traditional business phone line or VoIP phone woes. The 12-hour backup battery of the Community Phone landline base ensures that your business can still make and receive calls from customers or clients during a power outage.
Community Phone Features
Call Routing
The call routing feature allows you to route calls to an individual or group by simultaneously ringing several phones in your business or using rules to ring a second number if the first is busy.
This feature is ideal for businesses or organizations that manage multiple incoming calls and is perfect for customer service, sales, or any other department that handles high call volume.
Call Forwarding
Is an excellent feature for businesses that need to forward calls to another number, such as a cell phone. With this service, you can ensure that you never miss an important call, even when you’re away from the office.
Custom Dial Menu
It can be programmed to route calls, answer FAQs, or route to voicemail. This allows you to choose how you want to handle your calls. You can also upload a custom greeting to share important information with your customers or clients.
Voicemail-to-email
With the voicemail-to-email feature, you can receive audio files and transcripts of your voicemails right in your inbox - without having to log into your answering machine. This way, you can listen to the messages at your convenience and save them for future reference.
Why Choose Community Phone for Your Business?
Unlimited Text: You can connect with customers using two-way messaging, making it easy to take orders or answer any questions they may have.
Unlimited Nationwide Calls: You can call any phone number in the United States without worrying about extra charges. There are no monthly limits or restrictions.
International Calls to 229 Countries: It’s easy to stay connected with business associates who live in other countries. With Community Phone, you can make international calls to over 229 countries at reasonable rates.
No Internet Required or Copper Wires Required: The Community Phone landline base connects your business phones to cell towers in your area, eliminating the need for internet or copper connections.
Easy Installation: All you need to do is plug the Community Phone landline base into a power outlet and connect the phone to the jack on the base. This DIY setup can save you a lot of money and time on installation.
Fantastic Customer Support: The customer service representatives at Community Phone are available 24/7 to answer any questions or address any concerns you may have.
Conclusion
Phone calls are always a better way to connect and engage with your customers, clients, and employees. While an email is good for formal communication when records need to be maintained, a phone call is the quickest and surest way to get the pulse of your customers and employees.
Sign up with Community Phone, the best business landline service in the US, and enjoy VoIP-like features, the reliability of a landline, and the freedom of going wireless.