There are more ways to connect than ever before, but communicating with members and others doesn’t have to be complicated. At the American Alliance of Orthopaedic Executives (AAOE), we connect with our members via email, phone, social media, text, webinar platforms, and video conferencing. The trick is to determine when to use them, and with whom.

There’s no one-size-fits-all approach. Your choice of communication tool will likely depend on whether you’re reaching out to an individual or group, the purpose of the communication, and the preferences of the recipient. Here are a few of my personal tips for communicating effectively with members and others.

Be Smart With Email

Email is typically the form of communication that we gravitate to first, but it can be troublesome. If the recipient reads your message while standing in an elevator, waiting for coffee, or sitting behind the wheel in the school carpool line, they might forget to respond and move on to the next message.

Another challenge: We have learned that AAOE members often create rules for our email messages that automatically send them to a designated folder, which they may not check for days. Occasionally, we ask one of our volunteer leaders to send an email on AAOE’s behalf, so that it lands in the recipient’s inbox. We use this tactic sparingly for critical messages that need a response.

It’s ironic that email, once the fast alternative to “snail mail,” has started to feel slow in the age of widespread texting and instant messaging. Remember that when you send an email, the recipient probably won’t respond right away. I have found that it helps to close your message by stating when you would like to have a response. This also provides a perfect “in” if you need to follow up with a reminder.

Say Goodbye to Conference Calls

Conference calls are important, but they are also one of the most hated forms of communication. Between people dialing in late, needing to identify themselves before they speak, and dealing with poor connections and background noise, conversations can quickly become confusing and frustrating.

In lieu of conference calls, we decided to try using an online webinar platform to conduct volunteer meetings. This tool makes it easier to share documents for discussion and highlight sections we want participants to focus on.

We first tested webinars for remote meetings with a volunteer committee, and it worked so well that we rolled it out to all of our leadership groups. We rarely have a call anymore without the webinar platform because this method saves time and cuts down on confusion.

Your choice of communication tool will likely depend on whether you’re reaching out to an individual or group, the purpose of the communication, and the preferences of the recipient.

Use Texting Wisely

Whenever I take on a new role, such as a personal volunteer position, or when my board president changes, the first conversation I have is to provide my cellphone number and tell the people who need to reach me not to be afraid to text me. Texting provides speed and convenience, but the first rule of using it is to make sure others are willing to hear from you this way.

For example, if a committee chair has offered a cellphone number but you aren’t getting a timely response when you call, you might suggest communicating by text. Texting has improved communications with most of AAOE’s volunteer leaders and significantly streamlined review and approval processes. The best part? They appreciate it and prefer it.

Texting is especially handy during a conference. We have used it successfully when we needed to quickly locate a replacement speaker for a council update during a general session, to find a committee member to help a staff liaison with a member question, and to pair mentors and mentees onsite. Members have used text messages to alert staff to emergency situations or to tell us when a speaker was missing or a room needed a temperature adjustment.

Give Members a Call

Phone calls are a lost art. With so much focus on electronic communication, we forget that sometimes the best option is to simply pick up the phone.

When you’re asking a sensitive question or where tone is important, a phone call can save a lot of time and heartache. I call members anytime I am delivering a tough message. Apologies are also much better offered by phone.

Another rule of thumb: If your email string has gone beyond three messages, then it might be a good time to pick up the phone. The issue may be too complicated for email, and you may risk miscommunication.

Remember another option—video conferencing, which can work well for remote meetings, project planning, brainstorming, and coaching or mentoring. I live in Indianapolis, and video conferencing is one of my favorite ways to stay connected to ASAE and other association professionals that reside in Washington, DC.

Don’t underestimate the value of seeing another person’s face. A video conference feels more personal than a phone call, and you can be assured that you have each other’s attention. But keep in mind that not everyone feels comfortable with video conferencing, so be sure to check with the person or people you plan to talk to before setting one up.

In the end, remember that you have many ways to communicate at your disposal, and people have different preferences. Ultimately, your goal should be to connect with others in a way that serves both the people involved and the purpose of your communication.