In today’s world, being responsive is essential. It is a hallmark of a true professional.  Nothing boils me more than when I don’t hear back from someone and the person doesn’t respond to all requests.

Peter Drucker, a renowned economist, once said, “Be ready or be lost!” for going global. This applies to almost everything. We must adapt and innovate to an evolving, complex society. Life moves fast; we must be responsive to communication or risk being left behind. Here are 8 tips to practice: 

1: Get Organized.

Emails:  Maintain an organized inbox by categorizing or labeling emails for easy reference. I play the game of 0 to no more than 50 emails in my Inbox, plus move all leftover emails in my inbox in a monthly folder to start each month with a clean inbox. 

Item to do: Write down all items to do to remember them. I use a notebook, date each page, and use symbols like stars or exclamation marks for essential tasks. Relying solely on memory can be risky, especially as time passes and we become busier. Solid habits such as these will get things done faster and easier.

2: Use Effective Subject Lines:  Use clear, descriptive subject lines for emails and texts. Always delete old email subject lines and old messages when introducing new subjects. This is among my top three email pet peeves when old messages are used to capture an address, yet the old subject remains.

3: Acknowledge receipt of all messages:

It’s common for people to expect replies to all communications within 24-48 hours and for texts within hours. However, it is not always possible to reply immediately. Send a brief acknowledgment when you receive a request, even when you can’t provide a detailed response immediately.  This is another top pet peeve; the message may have been lost when I don’t hear back for days without a clue.

4: Set clear communication expectations. In addition to establishing a routine for checking and responding to all communications, let people know when they can expect responses from you, such as within 24 to 48 hours. 

When requesting a meeting, suggest a specific date and time and provide at least two options before asking for confirmation. For example, “Hi Joe, are you available next week? I’m free Tuesday 10 a.m.-12 p.m. and Thursday 2 p.m.-4 p.m. Let me know if either works; otherwise, suggest a time, and I’ll do my best to accommodate.”

5: Set calendar reminders: Most businesses now use electronic calendar systems to confirm meetings, and I’m adding the listing of to-dos. The alarms are invaluable to remind yourself of stuff to be done. If you are not using one, get one, or be lost!  It will become your best business tool/friend.  See this article on why calendaring is a good thing… https://www.advancedetiquette.com/general/why-calendaring-is-good-etiquette/
 

6: For urgent requests.  When you need an urgent response, send an email with all the details and follow up with a text and phone call to ensure the recipient checks their email.

7: Optimize using computers and electronic devices:  Gone are the days when using only a computer was enough. In today’s business world, we must use email and messaging apps, and on our mobile devices for quick and efficient communication. This helps us stay connected and respond promptly even when away from our computers, which we still must have.

8: Establish regular intervals to review and follow up: Periodically review all communication platforms to ensure you haven’t missed any important requests or promises to respond.  Jot them down on a to-do list and due date to keep track.

Conclusion: Responsiveness is an indicator of good time management skills. It shows that you have it together, but it also shows how much you care about the person—and thus, you are building powerful trust… and, of course, showing etiquette!

Responsiveness is an indicator of good time management skills. It shows that you have it together, but it also shows how much you care about the person—and thus, you are building powerful trust… and, of course, showing etiquette!

BONUS: Here’s a fun YouTube video on this same topic… Responsiveness… (Also at https://youtu.be/YVdDZC4ig3A)

Happy Practicing!