The Importance of Communication Decorum in Professional Interactions: Why Phone Calls Shouldn't Be the Default

In today’s fast-paced world, we rely heavily on technology for communication, but sometimes, traditional methods can be disruptive. 

Recently, I had an experience that got me thinking about the importance of communication decorum. On my off day, I was interrupted by a stranger— a PR person who insisted on calling me about a story written by another agency. The constant ringing not only ruined my mood but also made me question the boundaries of professional communication.

This post discusses why phone calls should not always be the default mode of communication and why respecting people’s time, and preferences is essential in maintaining professional relationships.

Why Phone Calls Can Be Disruptive

1. Respecting Personal Boundaries in Communication: Phone calls are intrusive, especially when they interrupt personal time. Whether it’s a weekend or an off day, many people value their time away from work. Communication through email or WhatsApp is less invasive and allows individuals to respond on their terms.

2. Why Written Communication is More Effective: Written communication—via email or WhatsApp—provides a clear record of your conversation, reducing the chances of misunderstandings. It also gives recipients time to digest the information and respond thoughtfully, something a phone call doesn’t allow.

3. Fostering Better Relationships Through Consideration: Being considerate of your communication partner’s preferred method helps build trust and respect. Taking the time to ask how someone prefers to communicate can improve relationships both personally and professionally.

4. The Benefits of Written Records: When dealing with important tasks like correcting a story or addressing professional matters, written communication (e.g., emails or text messages) ensures that there’s no ambiguity in the conversation. It's easier to refer back to written records when needed, preventing costly mistakes.

How to Improve Communication Decorum

• Use Messaging Apps Like WhatsApp for Non-Urgent Communication: Whether for corrections, updates, or clarifications, using platforms like WhatsApp allows the recipient to manage their time effectively.

• Respect Time Zones and Work Hours: Always be mindful of when you're reaching out. If someone is on an off day or outside regular work hours, consider waiting for a more suitable time or opt for a less intrusive form of communication.

• Be Clear and Direct in Your Messages: Concise communication reduces the chances of misunderstandings and is more respectful of the recipient’s time. Avoid rambling and focus on the key points.

• Ask for Preferred Communication Methods: To make your communication more efficient, ask others how they prefer to be contacted. Some people might prefer a call, while others might prefer messaging apps or emails. Respecting their choice can improve your professional interactions.

Conclusion:

In today’s digital age, it’s important to maintain professionalism while respecting the communication preferences of others. By choosing the right communication method—whether email or WhatsApp—and respecting people’s time and space, we foster stronger, more effective relationships. So, the next time you need to reach out to someone, think about the most considerate way to contact them. It can make a world of difference in how your message is received.