Email vs Voice: Why is data on record more powerful?

June 11, 2018


HAL Articles


Email vs Voice: Why is data on record more powerful?

Communication is a key part of any business operation – but what medium should you use? Choosing between an email or a phone call often comes down to two factors: being able to have a ‘paper trail’ of logged data for future reference and the immediate quality of your content exchange. Communications software such as email ultimately delivers on these two factors better than a verbal conversation.

Email is a truly global workplace communication medium, with over 3.7 billion users in 2017 according to Statista. Here’s why data transmission through email is so popular.

Email gives you the ability to send thought-out responses to multiple users at once.

Advantages of Email
1. Email allows users to send multiple messages with identical content simultaneously. While group calls allow this as well, connection quality, speaker volume and verbal eccentricities can play a role in miscommunication, leading to inaccurate information that is less likely to occur with written data.
2. When writing an email, users can take the time to research, review and rework their response at their own pace. Not only does that improve the quality of conversations over email, it also lowers the likelihood of unplanned or emotional responses which could ultimately prove problematic.
3. Emails are an easy way of sending simple messages or exchanging pieces of information quickly.

While email is more impersonal than a phone call and takes longer for exchanging longer and more complex ideas, it’s perfectly suited to the instant communications demanded in modern business.

Disadvantages of Voice Calls
1. Unannounced voice calls can be disruptive to workflow and productivity, while emails can be recognised and the response left until later.
2. Voice calls can ultimately be fruitless – if you call someone asking for a solution to a problem, they haven’t had the time beforehand to prepare an adequate response, meaning you often spend time small-talking instead.
3. Voice conversations, especially with upsetting or embarrassing topics, can go wrong. Spur of the moment responses can lead to regrettable things being said. Email gives you the chance to write a more measured reply.

There should be no compromise on talking out the most vital conversations – but for the most important transmitted data you want on record, email has obvious benefits.

A voice conversion requires an instant response - which can be emotional or unthought-out.

Accessing email communication more effectively

There were over 3.7 billion email users in 2017.

Investing in systems that can support email access and data transmission at all times is invaluable, especially for remote staff or working on-the-go. Litmus’ Email Client Market Share research found that nearly half of all emails opened in the last year were accessed via a mobile device.

Ensuring your mobile devices can transmit email messages no matter where you are is clearly vital – and is easier with the help of HAL Communications.

HAL’s HF radio mailbox software is the ultimate tool for helping businesses email anywhere, anytime, ensuring all exchange data is recorded and logged. Enabling users to transmit all kinds of data with no additional training, it’s also compatible with iOS, Android and Microsoft platforms.

For more information on the HAL Communications’ HF radio messaging software, contact the team today.

Post by onchada