Work question/dilemma: EMAIL ME, DAMMIT!

LXLX

I have a work contact that INSISTS on calling me every.single.time she has anything to discuss.  It's a broker and we have at least ten that we work with regularly that I could send our business to and thirty other brokers knocking on our door, so she basically (without sounding all high and mighty) has to earn our business.

The problem with these long phone calls and voicemails is that all of the details get lost.  I like having things in black and white to reference and also as much easier documentation than voicemails.  The woman at the company who was in her position previously was awesome about this.  We both were aware that our outlooks are open all of the time and I swear I will respond to your email within seconds if you have a question.  Apparently this other woman is not aware of that?  I'm age discriminating here, but the previous employee was also younger and this woman is older (like 50s+) and maybe not as technology-savvy.

Is there a polite way of telling someone that your preferred method of communication is email? 

jodippls

Tell what you said here, you like to have documentation of your discussions, etc. It's easier to reference back to previous information when you have it filed away. Or you could tell her to stop being old and get with the times- no one talks on the phone anymore.

ashleemw

I agree, just email her and tell her that because you need details in writing so you can go back and reference your conversations, you prefer email as a means of communication. You could even say that's how you handle all of your clients, and it's the companies preference if she's going to give you a hassle. 

dollfinn19

I agree.  I've had to do this several times.  I use the reference/archiving reasoning.  But sometimes it's also a "cover your a$$" thing.  Like when you have a customer who doesn't like to pay for things or says he didn't request an item you purchased and invoiced to him.  So then you can email his email to him and say, "booyah!"  Oh, not that that ever happens to me or anything.

Madisen

I think it's fair to ask for certain things/questions to be emailed for reasons discussed by pps...CYA, having record, requests/answers not getting lost.  But I also think phone conversations are a good thing and something that shouldn't go away, especially when it comes to sales.  There's no substitution for face-to-face or even voice conversations when it comes to establishing relationships, connections, etc.  A phone conversation followed up by email would be a good solution. 

LXLX

I agree that they shouldn't go away completely and are good for certain (rare) things, but this is like "Hey LB, how many units are in this condo association?" or "Can you please verify x, y, and z?"  The first one I need some time to find the information and probably can't do it while I'm sitting on the phone anyway and the second one - anything that involves a list of items to verify should be emailed. 

For the sales thing, she would win a lot more points in my eyes if she would just effing email me. 

luckyinlove11902

I agree with PPs but maybe find a way to clarify when emails are preferred versus calls.

duncanpowers

On anything that you need to get back to her, I would respond that you need a few minutes and will email her the answer. Or if she has a complicated request or is telling you something with a lot of details, say, "Listen, I am so overwhelmed today (or whatever) and I can't keep up with the details. Would you mind emailing that to me so I won't miss anything?" The more you ask her to email you, eventually she'll find it redundant to call you.

That's my theory anyway

duncanpowers

Oh, and any time she leaves you a voice mail, return it by email. I do that any time I can. Only really stubborn people return that email by calling again.

LXLX

duncanpowers:

Oh, and any time she leaves you a voice mail, return it by email. I do that any time I can. Only really stubborn people return that email by calling again.

Done.  And done the last six months that we've been working together.  She still calls every damn time.

Kristin&Adam

I have a co-worker like this - he wants to do everything on the phone or in person when I'm in the office.  I've gotten to where after we talk, I email him to confirm everything we discussed and ask him to confirm, its a PITA but he's gotten better about shooting me emails instead of calling me 10 times a day since he knows he's going to have to reply to my email anywya.