Business professionals are often so scheduled it can be difficult to reach one of your contacts by just picking up the phone. So, you’re often left with just two options — email or voicemail. There is a time and a place for both — it’s just a matter of determining which will be most effective for your intended purpose.

Here are some pointers to help you decide when to email your message or when to pick up the phone instead.

Email is essential to modern business communication. Here are some reasons why:

• Ease of Response
  You can respond to an email on a noisy subway train, in a crowded business convention or after hours when you’re burning the midnight oil. It’s more difficult to make a phone call in these settings, so email is often preferred for business travelers or busy professionals who are in and out of meetings all day.
• Personal Preference
  Many smartphone-savvy business professionals prefer emails as their main form of communication. So, if your contact fits that bill shoot them an email for a faster response.
• Proof of Receipt
  Email messages provide the sender with a copy that can serve as proof that you sent a message, and also give you the ability to request a delivery receipt. It’s easier to show proof of an email than trying to prove you left a voicemail the recipient claims they never received. It’s also smart to use email for hard to reach contacts, so you can always follow up with proof of your previous message.

However, voicemail still has its merits, including the following:

• Personalized Approach
  A voice conveys much more than written text, and can communicate tone much easier than a written message. So, use voicemail to communicate sensitive messages.
• Access Considerations
  Those with limited access to technology or who consider themselves technology novices prefer voicemail.
• Increased Availability
  Voicemail is a great option for targeting prospective clients, as company phone numbers remain easier to acquire for some than individual email addresses.
• Better Image
  Relying solely on email may damage your business’s reputation and brand. Providing options for how people can contact you legitimizes your company, assuring customers that you are truly available to address their concerns at any time.

 

Both email and voicemail play critical roles in business communications, so it’s important to use each to your advantage.