YORK—Can you also use the apps you use in your personal life, such as WhatsApp, Facebook Messenger and others, in your business life? Yes, but there is a wrong way and right way to do so, according to one person.
Writing on Inc.com, Hillell Fuld, a tech marketer and startup advisor, offered what she said are some guidelines for using the solutions in a way that people like to be contacted.
The guidelines include, according to Fuld:
Ask Yourself If We Are There Yet, Or If Maybe Email is the Right Medium
“If we don't know each other, and if I didn't give you my phone number, perhaps that's because I didn't want you to send me a WhatsApp and I prefer we keep it more formal, at least for now,” suggested Fuld. “Maybe you should ask yourself why I didn't ask you to contact me on WhatsApp but rather by email.
“Again, maybe it's just me, but getting a message from WhatsApp or Facebook Messenger from a total stranger, who I am not connected to on social media, always seems strange to me at best, and intrusive and annoying at worst.
“So, how about we start with e-mail and move over to messaging if we see that we have a lot to talk about and prefer to do it faster?”
Send the Explanation First, Then Send the Link
“I know, this might be me nitpicking, but I am going to stand my ground on this, and I'll tell you why after,” wrote Fuld. “If you are sending me a link, a picture, or any other type of media, first send the ‘why’ and then send the ‘what.’
“Let me explain. If you are sending me a link to an article you want me to read, great. But don't send the link and then start writing the explanation of why you're sending it. Why not? Well, think about the other side for a second. I get the link, I click on it, I read it, and I don't know why.
“Yes, I realize it's just a matter of a few seconds, but isn't that exactly why we're using WhatsApp instead of email, to save ourselves those few seconds?”
Instead, suggested Fuld, a short note explaining why the link is being sent helps smooth the communications.
Start with Context. Always Start with Context
“Whether you're making an intro, sitting in a meeting, or writing an article, always start with context,” advised Fuld. “The same is true for messaging. Don't just jump right in. Start with something along the lines of, ‘Hey Hillel, been a while. Last time we met, we talked about my startup that uses AI to streamline your health. I want to continue that discussion and update you on where we are. I was wondering if you could find the time to speak this week.’
“Do not write something like, ‘Hey, can we meet this week?’ Why not? Because I might not even know who I'm speaking to. You might have your name there, but don't assume, unless we are good friends, that I remember our last meeting or who you are. Just start with context so we are all on the same page.”
Just Because You Can Send Files Doesn’t Mean You Should
“Again, disclaimer: This is just my opinion,” offered Fuld. “I know these platforms support file sharing and you can use WhatsApp to send presentations and PowerPoint files. But that doesn't mean you should.
“Some things are just better over email. This might very well change as people's business practices evolve, but if you're sending a formal presentation that you want the person to look at or pass on, casual messaging platforms might not be the most effective way to send them.”
Use Voice Notes Conservatively
“I kept the most controversial one for last. Voice notes, let's discuss,” said Fuld. “Yes, sometimes voice notes can save you the time it would take you to write out that whole message. However, remember the point above, always think of the recipient of your message.
“Imagine the following very common scenario. I am in the middle of writing this article and you want to ask me to introduce you to my friend David, who invests in startups. You send me a voice note asking me to introduce you to David with an elaborate five-minute message explaining why.
“Now, on my end, I get that message and I don't know what it's about…Voice notes, much like phone calls, can be highly effective and save you time, and they can also be highly intrusive and unnecessary.”