New Rules for New Communications Tools

Updated: February 26, 2011

  • Texting - Don't send a text when it is longer than a sentence and don't send a text when you don't need an immediate response. Email instead. For example, if you are inviting friends to a party in 3 weeks, email is a better choice. If you want someone to meet you for lunch today, go ahead and text away.
  • IMing- Keep IMs simple. Don't IM complicated requests. It should be more for simple chats and yes/no or extremely important/time sensitive requests. An IM that says, "Jay, can we walk through the marketing strategy?" is better suited for an email or a calendar invite.
  • Planning an event - When you know that someone is going to have to check their calendar or ask their partner about logistics, it isn't necessary to put them on the spot with a phone call or instant message. Send it as an email or better yet, a calendar notice. I use Google Calendar for personal meetings. All electronic calendars have the ability to propose a new time. It is easier to propose new times electronically than to go back and fourth asking permission to send a calendar meeting request.
  • Voicemail - Try to resist the urge to leave a voicemail if someone doesn't pick up. Instead, just shoot a quick email or text message. People are less likely to check voicemails in the frequency they check email and texts. See this NYTimes article about the death of voicemail.

  • Facebook - Consider Facebook to email your friends instead of traditional emails but don't compose private emails on Facebook walls. Use the Facebook inbox for that. Same applies to Twitter and direct messages.
  • Pictures- Don't attach big pictures in the body of an email. There are plenty of services including Flickr, Picasa, and Facebook that make it easy to upload, share and discuss photos free of charge. When uploading to sites, take the time to add info and tags about these pictures. Without this data, people will not be able to find the pictures.
  • Social tools - Consider using a tool like FourSquare to meet up with friends. Instead of needing to call and ask where people are going for happy hour, if your friend is an active user of FourSquare, it will most likely be posted already!
  • Pen and paper - A piece of physical mail every so often is a good way to get through the clutter.
  • In person! - Don't forget to make a phone call every so often or better yet, an in-person meeting.

Featured Research
  • Best ERP Features and Benefits for Your Business

    Are you considering investing in ERP software for the first time? Or maybe you already have an ERP solution but you’re worried it’s becoming dated. If either of the above apply to you, read our latest guide on the top ERP features and benefits based on the size of your business. You may be surprised at how versatile and cost-effective it is becoming - regardless of if you own a small business or run a large enterprise. more

  • 9 Spooky Signs You Need a Contact Center Upgrade

    When was the last time you evaluated the performance of your current contact center and the software you are using? The results may be frightening! If it’s been awhile since you invested in contact center software, there is a good chance that your needs have changed or that there are better options available now. Fortunately, it’s relatively easy to determine if you need an upgrade or not. more

  • 7 Ways the Wrong Phone System Can Haunt Your Business

    The wrong phone system could be haunting your business - and we’re talking about problems more serious than ghosts and ghouls. From increased costs to issues with scaling, we’ve identified seven important ways that a less than ideal phone system could be holding you back. You’ll be surprised at how much of a difference this can make to your bottom line too. more

  • Ditch Your Fax Servers

    An in-house fax server gives an IT department centralized management and monitoring over the entire enterprise's faxing. This can help your company track usage and better maintain records for auditing and record keeping. However, there are serious drawbacks that come with utilizing an in-house fax server solution and these range from security to cost-prohibitive pricing. more

  • The IT Manager's Survival Guide

    As an IT manager, maintaining physical fax servers and infrastructure is not a high priority. However, fax capability remains a business need simply because chances are your industry is dependent on its security. What if there was a way to reduce the amount of time spent handling fax complaints and maintaining physical servers? And this way took into account security, cost savings, and freed up your IT resources. Would you be interested? more