So why write when I can phone? [very interestin topic to share with pda fans]
So why write when I can phone?Who's got time to write a letter or note these days? Why not just pick up the phone and call? Several reasons: speed and efficiency, impact, tact, and courtesy.
Speed and efficiency
Yes, writing a letter, an e-mail, or a note can be faster than making a phone call. Let me explain: How often do you dial someone at an organization and get a live person----the right live person----on the first try? More routinely, you receive a recorded message and a beep. Then the person returns your call and leaves you a message. Telephone tag can waste hours and days. It is not atypical that when conducting your personal business you may have to make three or four calls over a period of 3 to 10 days to resolve a matter.
Consider this scenario. Let's say you have a problem with your checking account. The bank fails to credit your account with a deposit, returns a check to someone marked "insufficient funds", and then charges you a $20 fee for the returned check. You could call the customer service department at the bank to discuss the problem----if you have 3 to 5 minutes to wade through the phone recordings and menus to get to the right person. Then suppose that person says she'll take care of it. But she doesn't.
You call a second time and get another person on the line, who'll "have to research it" and call you back. You get a call back 2 days later from the bank agent saying she has corrected the error. You ask if she'll notify the merchant involved to explain that the bounced check was the bank's error rather than yours. The agent doesn't know if the bank can do that. She'll "check on it" with her supervisor. She calls you back a couple of days later to say, yes, she'll write the merchant to restore your good name. So you finally have the problem corrected---4 phone calls, 20 minutes' talking time, and 6 days later.
And that's if things go well. The more likely scenario is that the bank rep asks you to bring in or mail a copy of the deposit slip for the deposit that you say you made but never got credited to your account. You'll have to write a letter when mailing the deposit slip, explaining again everything you told the bank rep over the phone. Or, worse, you'll have to go into the bank to explain it all again in person. And then you that person you phone or talk to at the bank often asks for written documentation of the situation before action can be taken!
I repeat: It's often much faster and more efficient to write a letter (fax it if you're in a hurry) with all the details and supporting documentation, and let the reader do the walking and researching and conferring to take the action you want. Calling can become a long, drawn-out process of telephone tag and frustration.
Impact
A personal letter or note has greater impact on the recipient than a phone call. A message in black and white always looks more objective, factual, and firm. In other words, because writing is more formal than talking, your message takes on more importance and punch.
When do you need that increased impact in personal situations? Demanding that your landlord make repairs in your apartment. Insisting that the medical clinic has overcharged you. Telling the insurance company you expect a larger settlement for the damage to your car or house. Persuading the university to readmit you after you've withdrawn with failing grades and unexplained absences. Urging your congressional representative to vote no on the new tax bill. Asking a clergy member for a job reference. Hitting your relative for a loan. Breaking a relationship for good. Demanding that the manufacture refund your money on a defective product.
A letter demands more attention and a more serious response than angry words in person or on the phone.
For the same reasons, personal letters to express positive sentiments sound more heartfelt and purposeful. How? Expressing appreciation to teacher for his contribution to your life. Thanking a friend for encouragement or help during a difficulty. Expressing your love to a spouse, parents, friends, or other relatives.
Letters and notes have impact----both positive and negative. They have staying power.
Tact
Most people think better on their seat than on their feet. That is, if then can take a few moments to collect their thoughts in a sensitive situation, their words are less apt to hurt someone's feelings and are more prone to protect the sensitivities of all concerned.
When do you need such tactful wording? Declining to write a job reference for a friend's son, who do you think is a jerk. Turning down a friend or relative who wants you to lend money. Reminding members of your social club that they still haven't paid you their share for the going-away gift. Telling your friend you're sorry about the divorce. Reminding your neighbor that she still hasn't paid for the damaged sofa. Declining an invitation to a boring event.
You can be more tactful when you have the time to linger over appropriate phrasing for touchy situations.
Courtesy
Have you noticed that fewer and fewer people follow the accepted norms of etiquette in business and social situations? It's as if our lives move at such a fast pace that we can't be bothered with "little things"----like accepting or declining a party invitation, thanking people for gifts, or responding to someone's congratulatory message. But the well-educated, cosmopolitan, cultured few do still incorporate courtesy into their lives. That's why they stand above the crowd as people with "class".
The more technical our world becomes, the more acute the need for the human touch: Building rapport with coworkers, community leaders, and friends demands that you pay attention to what's going on in their lives and respond in a socially acceptable way. Recognize achievements in their lives. Express appreciation for volunteer work. Wish them well on anniversaries and birthdays. Express gratitude for help and encouragement. Congratulate them on happy occasions such as birthdays and graduations. Express sorrow at their losses. In a high-tech world, the human touch through written words builds strong relationships.
So for all these reasons----speed and efficiency, impact, tact, and courtesy----personal letters and notes can:
*Solve problems with businesses and government organizations
*Build goodwill in the community
*Improve relationships with family and friends
*Handle sensitive issues with tact
*Solicit charitable contributions of time and money
*Add power to potentially threatening or dangerous situations
*Clarity actions in routine personal business transactions
*Strengthen positions on moral, social, and political issues that need attention
In short, when you have a problem or situation that needs action, these model letters, e-mail messages, and notes can help you express yourself with passion, power, and speed. in fact,in my work,
Writting mail then calling in a same case is the root-mode.
just make a phone,there is nobody will handle it
When urgent issue happened,the Mail must be re-sent after containment.
回复 2楼 的帖子
exactly, sometime somehow you have to spend 10 minutes to draft an email to inform the other parties about an issue. however, you need only 10sec. to do this by phoneing. that's wired! writing email can be used as a memo when in need but making a call can not be.that's the big difference in biz...
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