Chat vs email: when should you use one over the other?

“The first email was sent between two machines that were next to each other.” That's how Ray Tomlinson, the inventor of email, described one of the greatest computer inventions in history in 1971. Almost 50 years later, email is still a widely used means of communication. In fact, no less than 3.9 billion people in the world send more than 293 billion e-mails every day, not including spam (The Radicati Group).

However, today, new communication tools have emerged: chats or instant messengers. Initially intended for private use, instant messengers are gradually becoming established in companies that are undertaking their digital transformation. These include Slack, WhatsApp, Google Hangouts, Google Hangouts and Facebook Workplace.

Instant messaging vs E-Mail: how to choose?

Although the death of email has been announced for about ten years, it has proved that it still has its place in today's world. Now, instant messaging and email coexist in business. Find out when it's appropriate to use one over the other.

The chat for team collaboration

To work in a team and have a smooth conversation, instant messaging is the ideal tool. Difficult to have a real conversation by email because that is simply not its primary function. We tend to check our emails less regularly and not respond to them instantly. Instant messaging allows you to chat live with colleagues, in the same way as an oral conversation, and thus make decisions more quickly. It also helps to unclog your inbox.

Instant messaging greatly improves communication within teams as well as project management. It allows more responsiveness (answers are often immediate), promotes group discussions and facilitates the sharing of documents of all kinds. In general, all employees in the company can be contacted via instant messaging, and you can see who is connected in real time. Thanks to the chat, you can quickly ask your colleagues a question and get an immediate answer, or even warn your manager that you will be late.

Email for more formal exchanges

With its standardized form and codes (recipient address, date and time sent, date and time sent, subject, body of the email), email is better suited to more formal communication, such as with a line manager, customer, customer, supplier, or business partner.

When you write an email, you focus on making structured sentences, using verbal constructs, and ending with a polite phrase, much like a handwritten letter. This makes it the ideal tool to start a business relationship.

Finally, email makes it possible to transmit more elaborate information, to send a developed argument or to send a detailed presentation, without necessarily waiting for an immediate response.

The cat to promote mobility

If, within your team, you have collaborators who are teleworking or who are regularly on the go, then instant messaging is an excellent tool to communicate with them. In this way, they are always connected to the rest of the team and are informed in real time of the progress of the project. They can participate in the brainstorming sessions live, quickly respond to a question or comment as if they were in the office next door.

Instant messaging is therefore a good way to promote mobility and allow your remote employees to feel integrated into the team. It facilitates dialogue with all their employees and managers, without the need to pick up the phone or write long emails.

Email as an official document

According to the Civil Code, an e-mail has legal value in the same way as a handwritten letter, when it is certified, i.e. when it includes an electronic signature. So be careful what you write before sending it, and keep your emails well in case of disputes.

Chat as a tool for team cohesion

The chat strengthens relationships between employees because exchanges are informal, favoring spoken language and smileys. It makes it possible to create links and cohesion within the team, in particular by facilitating the organization of events such as a lunch break or an after-work outing. Employees can also create groups on a particular theme (cat lovers, basketball fans, passionate bakers, etc.) in order to organize corporate events and develop a sense of belonging.

Video conferencing or physical meetings when email and chat are insufficient

Despite the ease of electronic communication, sometimes the best option is to talk to someone. Direct communication allows you to benefit from body language, tone of voice, and the ability to have a genuine conversation.

Talk directly with colleagues when:

• You need to discuss a sensitive topic
• You need to talk about complex projects or topics that are likely to cause confusion in the minds of teams.
• You discussed via chat or email without the next steps being clearly defined or without reaching a consensus

Many companies have remote teams. In this case, we recommend video chatting instead of voice calling. Again, much of the communication is non-verbal. In tense situations or when there is a major disagreement, being able to look at a colleague during these conversations will go a long way in avoiding unintended offense and will help you find common ground.

Conclusion

Email and instant messaging are two effective communication tools that each have their place in the company, but for different uses.

Instant messaging is appreciated for its responsiveness and immediate responses, allowing quick decisions to be made. It is also an indispensable tool to be more effective in project management. Moreover, many project management software is equipped with instant messaging, this is the case of the collaborative platform. Wimi. As for email, it is preferred for more formal and more elaborate communications.