A convenient way to speak is not always a convenient way for somebody else to receive the information.
Notice the work your preferred format creates
You can explain an idea quickly by speaking. The recipient may be on a train, in a shared office or trying to locate one date inside a seven-minute recording. Your easiest method of sending has become their hardest method of checking.
This does not make voice notes inconsiderate by definition. They can carry warmth, nuance and a sense of company. The question is whether the format fits the situation and the person's preference, rather than being treated as the default they must accommodate.
Separate the human message from the practical details
If you send a recording about an arrangement, add the essential information in text: date, time, place and any decision required. The other person can then retrieve the details without listening again. Keep sensitive information out of a recording someone might play where others can hear.
If you are receiving a format that does not work for you, ask for what would help. ‘I cannot listen during work; could you text the decision you need?’ gives a practical reason and an alternative. You need not criticise the sender's personality to explain your own circumstances.
Let convenience be negotiated
Different people communicate comfortably in different ways. Ask rather than assume. A brief recording may suit one friendship and be awkward in another. Captions, written summaries or a scheduled conversation can sometimes make participation easier, but preferences should come from the people involved.
Try reviewing the last message you sent that required action. Could the recipient find the request quickly? Did they have enough context to respond? Communication includes the work of receiving, finding and using information. Paying attention to that work is a practical form of consideration, especially when the technology makes sending almost effortless.
A question to take with you
Is this format making the message easier for both people, or only easier for me to send?
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First published by JustLearn (JL). Part of our Life Skills & Relationships collection.