They have other responsibilities and activities that require their full attention. They may be in a meeting, out of the office, trying to meet previous deadlines or commitments. As a general rule of thumb, do not send a follow-up any earlier than 24 hours after sending your first message. Offer a dash of courtesy to those you email and give them time to respond. Suppose you have a deadline or date-specific that requires their input? Note that in your email and be patient.
Then an email is probably not the appropriate venue for your request. Not only will you set unrealistic expectations, but you are much more prone to sending emails that can be misinterpreted as hostile or careless. Steve Adcock. Table of Contents: 1. You are training people to expect an immediate response 2. It hurts your productivity 3.
Related Stories:. In truth, yes. You should motivate your team by creating KPIs and goals for a standard email reply time, just as you would for any other relevant business metric in sales, marketing, or for your product.
If you receive complicated requests, then it might take time to compile accurate answers to send customers or leads. Having a standard email response time policy is a fantastic way to incentivize fast email responses, but you need to manage it correctly. If your goals are unrealistic or you expect your employees to reply to emails at all hours, the only result will be burnout.
When creating your policy, consider adding rules that allow employees to check out of replying to emails after a specific time, like 5 or 6pm you can easily setup your business hours in timetoreply. If you have a contact form on your website for inquiries, then consider adding a line of text that mentions your business hours. It allows you to track your email response time across your customer-facing teams, from sales to customer service, to account management. If you notice anomalies in email responses, you can flag them, and put systems in place to ensure that all customer-facing emails get answered quickly, going forward.
Implementing a standard email response time policy is the perfect way to encourage you and your team to follow up with all incoming sales inquiries and customer support questions in a defined timeframe. You check emails constantly, even when working on tasks that require careful, undivided attention To Moran's credit, he did say that "acceptable and exact response times today are a moving target with lots of variables that dictate the right answer.
Because the correct answer to: "How long should it take you to respond to written workplace communication?
To correctly answer the "How long should it take" question, you need to figure out or establish the norms and expectations that work for everyone. If taking an extra day or two to respond to an email will result in a superior response, most people will be willing to wait.
If you're too busy for an appropriate response, says Moran, a quick, five-word message just might do the trick:. Top Stories. Top Videos.
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