How to Respond Efficiently to Emails/Texts

By: S.C. Ali

Founder/Author

Have you ever sent an email or a text message only to not have the person respond? What does that say about the individual? Why is responding promptly so important? How can I become more efficient at this task? Hopefully, I will be able to shed some light on these questions (and others), and provide some insight as to how I respond efficiently.

First of all, we must be grateful for our current instantaneous methods of communications. Imagine during the mid to late 1800s when telegrams were used, and how difficult it was to communicate. Nowadays we have smartphones that can sync all of our email accounts and text messages into one handheld device. Yet, some still don’t respond promptly! This can actually create a negative impression, and may be viewed by some as unprofessional. Failing to reply promptly is not a problem of technology, but one of time management skills. Time management is so important, regardless of what sphere you work and live in. It is important that we develop some skills to reverse this trend to move forward in a positive direction. When one does respond to messages promptly, it shows that you are organized, diligent, and effective.

Here are a few methods to improve this important skill:

1. Buy a smartphone that syncs all emails and messages. The majority of us in the workforce or school have phones of this nature. However, if you don’t, then investigate your upgrade options. For those of you who are not the most tech savvy, check for instructional classes in your area to learn how to utilize a smartphone to the fullest. This simple upgrade will allow you to assimilate all important information to respond efficiently.

2. Set some time aside everyday to respond to all messages. The amount of time varies greatly on how many messages you receive daily. I strongly recommend a 24 hour interval. In other words, if you decide to respond to all messages at 8pm, you should respond to all messages that were sent from 8pm the night before until present. That way, the other parties will receive replies promptly, and most importantly, your emails/texts/messages will not aggregate.
3. Prioritize your emails. Most people have more than one email account, whereby one is for professional purposes while the other is for personal reasons. Do not neglect any particular emails/texts. Sometimes, you will find that a simple, “Thank you for your email” may make a difference on the other side’s part because it acknowledges that you received and saw the email. Prioritization can be quite beneficial in not mixing your personal and professional correspondence, and responding accordingly.
4. Respond on an hourly basis. This depends on your profession, but there are some jobs that heavily involve electronic correspondence. In these cases, you can actually respond more promptly than the 24 hour rule. Remember, the more promptly you reply, the less messages build in your inbox so it’s a win-win. If your profession does not allow this, then see Skill #2.
5. If you are going away, leave an away message. If you are traveling for business or personal reasons, and you will not have access to your messaging accounts, then leave an away message. Most messaging services have this feature. That way, the other party won’t feel disrespected or not attended to. It will also give you some extra time to catch up upon your return.

6. Social media can wait. Unless you use social media (Twitter, LinkedIn, Facebook, etc.) for business purposes, it should be a last priority. If you use social media for professional purposes, then it should have equal priority to emails and follow suit.

The most common question people may ask is, “I have over *insert large number here* emails, how can I implement these skills?” In this case, you will have to put some extra time aside on the weekend (or when you are not working) in order to catch up. Although the initial time will be large, the pros outweigh the cons significantly. If you clean up your email accounts/text messages, then from the following day you will be starting afresh. Therefore, it will be easier to respond to emails and texts as they come since you have caught up on your correspondences.

In conclusion, this is a very important skill that people often neglect. It can make a significant difference. People will have a more positive impression of you, and it will build professional relationships. It is essential that we cultivate good habits in our electronic communications. Now is the time for everyone to take note and act. Try these skills for yourself and see what a difference it makes!

Photo source