The Importance of a Prompt Reply
Can I be blunt? Okay, here goes. There is no excuse for not offering a prompt reply when someone texts, calls, or sends you a message.
Are we really so busy that we can’t even respond with something simple, like “Hey, I’m busy, but I’ll get back to you in a week”?
People work crazy hours these days, and I was one of them, overbooked, always scrambling for extra time. I used the “I’m busy” excuse so many times that I convinced myself I didn’t have time for a two-minute email or a thirty-second text response. I followed up when I wanted to, or, worse, I ignored messages because I was unsure of what to say.
But being busy is no excuse not to give someone, specifically a family member, friend, or colleague, a prompt reply. That means if it’s urgent you follow up as soon as reasonably possible, and if it’s not urgent, you respond within a few hours. Crazy, I know. But think about it this way: How awful or irritated do you feel when someone doesn’t respond to you? Wouldn’t your rather a quick reply than no reply at all?
The Personal Reply
Sometimes we avoid engaging in an interaction that we know will require a lot of work. Certain people can push the limits of a reasonable back-and-forth, and it feels easier just to avoid them. But even under those circumstances, responding with a crystal-clear message could be helpful. For example, let’s a friend or colleague asks you out for a drink or lunch, but you really don’t want to go. Rather than saying, “Let me get back to you,” with no plans to do so, or ignoring them altogether, try saying, “Thanks for the offer, but I have to pass.” You might think you’re being gentle by giving this person a non-response, but in fact, when you’re vague, you allow him or her to believe the opportunity still exists. Even worse, if they don’t take the hint, you end up with more requests to field.
Another common excuse is the old, “Hey, I didn’t get your message” response. Truth be told, I’ve ghosted people a few times, and I’m not proud of it. What I learned? You can’t say you didn’t get their second, third, of fourth messages. Wait too long, and you may end up feeling like you have to avoid them forever. Rather than fibbing, give honesty a go. Apologize for not responding to their first message. Let them know it slipped your mind or fell off your radar.
The Workplace Reply
Responding quickly in the workplace is an important skill to practice and a good habit to nurture. How many times has a colleague sent you an email asking for something and you waited days to follow-up, either because you didn’t have time at the moment or maybe because you knew you’d have more information at a later date? What if you responded with a short note that said, “I received your request, and I’ll follow up within a couple of days”?
This is a powerful communication method; you’ve let your colleague know that you’ve received his or her message and you’re working on it. Additionally, your reply includes a timeline, which holds you accountable for further follow up. This also avoids yet another email from your colleague in a day or two asking, “Hey, did you receive my previous email?” Likewise, following up promptly with your manager can score your major performance points. In fact, try to be proactive and let your manager know about the status of a critical project before they have to come to you.
If you ask for help and you get a referral, then please follow up. I've experienced this a few times, and I find it extremely unprofessional. It's frustrating when you've gone out of your way to make an email introduction for someone and that person doesn't bother to follow up with the referral you've shared. Now you're in the middle of a bad situation where the colleague you emailed on behalf of this other person assumes he or she wasn't serious. That reflects badly on you. It's safe to assume next time someone asks you for a refferal, your colleague may not be interested in helping.
No matter the situation, when you get a text, email, or voicemail, and you’re not sure how to respond, instead of ignoring it all together, be vulnerable, take some chances, and give an honest yet polite response. People learn to respect and count on you when you’re prompt in following up.