“When work colleagues send you an email, reply to it within 24 hours. When a colleague asks you for feedback on a project, reply with your honest thoughts. When someone asks for help on a task, give them the help they are asking for.”
This advice may seem simple and expected, but most of us know at least one person who doesn’t actually do it. Whether it’s intentional or not, ignoring people sends off the wrong message in the workplace. It says “I don’t care about what you have to say” and “Your time is less valuable than mine.”
In this article, I will explain why replying to people in the workplace is important (and why not doing so can be just as bad as actively being rude) and how you can make sure that your replies are effective.
| Takeaways |
|---|
| 1. Active communication fosters workplace relationships and collaboration. |
| 2. Responding to people in the workplace demonstrates professionalism and respect. |
| 3. Timely replies help maintain productivity and avoid unnecessary delays. |
| 4. Effective communication promotes a positive work environment and boosts morale. |
| 5. Engaging in meaningful conversations enhances understanding and prevents misunderstandings. |
1. It Keeps You In Others’ Minds
On the other end of the spectrum, if you *do* reply to people’s emails, you’ll be keeping them in your corner. They’ll be thinking about you and your work. In fact, I can just about guarantee that when someone sends you an email and gets a response from you within 24 hours or less, they remember you more than they remember anyone else they’ve emailed with (who doesn’t reply).
People like to feel heard. People like to feel listened to. When someone emails me something, I often don’t need an answer from them, I just need their acknowledgment that I sent them something. When I hear back from them (even if it’s just one sentence), it makes my day a little brighter and lets me know that I’m not completely invisible.
Understanding proper communication etiquette is crucial, especially for freelancers. Check out our guide on communication etiquette to be observed in business writing to ensure effective and professional communication.
2. It Boosts Your Reputation
Your reputation is one of the most valuable things you own. It can improve your business and job prospects, provide more opportunities to make new connections, increase your self-esteem, enhance your personal brand and give you a competitive advantage in the marketplace.
While you may not be able to completely control how others view you, there are still several ways to increase your reputation including:
- Being polite – Don’t treat people unfairly or be condescending towards them. Instead, show courtesy toward others by being kind and considerate with words and deeds. Always address people in a respectful manner even if they do not reciprocate it back to you.
- Offering assistance – Offer helpful solutions or advice when a coworker has an issue or problem at work. They will appreciate the assistance and remember that you helped them out when they need a favor from someone else.
- Staying positive – If a person has been down on his luck lately, don’t kick him while he’s already down; offer encouragement instead! Showing compassion for others will help them feel better about themselves which means they’ll think positively about you too!
3. It’s A Great Networking Opportunity
Even if you don’t necessarily want to respond to every email, you should definitely reply to people who are asking you to do something that they want. Why? For starters, your response is a great way to network with people at your company and show that you’re willing to go above and beyond what’s asked of you on the job.
This can help you get more out of your job and also open up new opportunities as well. Plus, it’s a good idea because it’ll ensure that people see you as someone who is easy to work with and get along with and that’s never a bad thing in the professional world!
In any workplace, the importance of communication etiquette cannot be underestimated. Learn more about its significance in our article on the importance of communication etiquette and enhance your professional interactions.
4. It Can Help You Be More Productive
It’s easy to avoid replying to an email. Especially if you feel like it can wait. Or if it’s about something you don’t feel competent handling, or don’t really want to take responsibility for. But there are some good reasons why you really should make sure to reply to every email that comes your way, even the ones that seem less important than others.
One of these is productivity: If you reply to emails promptly and efficiently, this means that the people who sent them will be able to move on with their own tasks sooner too, which in turn makes everything more efficient and means everyone gets work done faster. Not replying can cause delays (and frustration) down the line delays that could have been avoided by spending a few minutes writing a short reply earlier on.
Not only this, but failing to respond promptly can also mean not being able to start work on your own tasks as quickly as possible because they depend on someone else finishing what they need first (which they might not be able to do until after they get your response).
5. It Makes You Look Dependable, Which Is A Good Quality In An Employee/Manager
The second benefit of replying to people promptly is that it makes you look dependable. Dependability is a key quality for any employee or manager. When people know they can count on you, they will trust you more, and they’ll be more open to working with you.
For example, if you follow up quickly to requests from co-workers or clients, they’ll recognize that you care about what you do and want to help them achieve their goals. If a client sends in a question, and it takes two days for an answer instead of an hour, the client will likely get the impression that the company doesn’t really care about them and will likely choose not to work with them again.
Replying quickly also makes your superiors think that they can trust you. If your boss asks for something at 2 pm on Tuesday, they’re expecting it by Wednesday at 2 pm at the latest (or maybe even earlier). Of course, there are always exceptions when emergencies come up, but if this happens often enough your boss may start wondering whether he/she can depend on you in other work situations as well which could be bad news for your future with the company!
6. Communicating Regularly With Others At Work Is Important To Your Reputation And Can Help Make Work More Productive
There are many ways to communicate at work, and all of them are important:
- Reply to emails. In fact, try to be the first person to reply to your boss’s emails. This shows that you care about what they say and want to make your team stronger. You can also “thread” your messages so that a long chain of replies doesn’t crowd up your coworkers’ inboxes (more on this below).
- Return phone calls as soon as possible. If someone reaches out by phone, it usually means they are in a hurry or want advice right away. Avoid leaving people hanging, return their call promptly if possible or at least let them know when you’ll be able to talk.
- Communicate with coworkers and managers regularly, even if there isn’t an urgent matter at hand. It will help build relationships in your workplace and ensure that everyone is on the same page about priorities for each project or task assigned to them by their supervisor(s).
Effective communication etiquette is vital in today’s freelance market. Discover practical tips and guidelines in our comprehensive guide on communication etiquette for today’s freelance market to excel as a freelancer.
7. Point Out What’s Good
The key to being a good writer is self-assessment. You don’t have to be perfect, you just have to be good enough. It’s easy to get bogged down in the idea that you’re never going to be perfect and because of that, you’ll never be loved or successful. There’s a difference between being critical and beating yourself up over it which doesn’t help anyone. Instead, take stock of what you do well: Did your story make a reader laugh? Did it bring them joy? Did they like you as an author? Being able to point out what’s good about your writing is the first step toward improvement.
8. Get Help When You Need It
It’s natural to want to try and solve your own problems, but that can be difficult when it comes to an issue as complicated as one you’re having in the workplace. You may not know who has the answers or how to approach them in a way that makes sense. But don’t worry! There is help available, you just have to ask for it.
- Talk to someone else about your problem. Do you know anyone else in the office who has gone through a similar experience? Are there any other employees who have been able to help make this kind of situation easier for people? If so, talk to someone about it! It doesn’t even really matter if they are a manager or not, the point is just to get it off your chest and see what options might be available.
- Ask for help when you need it. Managers are trained professionals with years of experience dealing with workplace issues like these! They won’t judge you for needing some assistance getting started on something new; we all do eventually (or constantly).
- Don’t be afraid that asking questions will make them think any less of your ability they’ve seen countless other employees go through this same process before so they know how hard it can be at first.
In the business world, good communication etiquette plays a vital role in building relationships and achieving success. Explore our article on why good communication etiquette is vital in the business world to enhance your professional communication skills.
9. Understand Your Limits
One of the most important things you can do before replying to every email and instant message is to understand your limits. You cannot fix every problem that comes your way, even if it seems easy to do so at first glance. Sometimes, you must know when it’s best to say no. In turn, you must also be realistic with what you can actually accomplish in a day.
If you’re already seven projects deep with a few more coming down the pipeline, don’t add another just because someone asked and you think it will only take an hour of your time. That’s not being unhelpful or rude, it’s being realistic about the work capacity a person has in one day. In order to set these limits for yourself and others, define what success looks like for your career path as well as when you feel like something is successful enough to leave alone.
10. Find A Good Support System
Your first priority should be to build an office support system of people who understand your situation and are willing to help you navigate it. It’s best to find people who are good listeners and who have a positive attitude about their work. For example, someone with a healthy work-life balance is ideal for reaching out for advice and encouragement.
Don’t be afraid to ask for help! Sometimes we read self-help articles on Medium or other websites that make us feel like we should know how to deal with all of our problems on our own, but it’s okay (and even smart) to reach out for help when you need it.
Connect with coworkers who will lift you up when you’re feeling down. If there aren’t many people at your job whose company you enjoy, try making connections outside of the office! Perhaps volunteer at your local animal shelter, or join an intramural sports league near your home. Having friends outside of the workplace can give you something fun and exciting to look forward to after the workday is over.
Politeness goes a long way, especially when you’re a freelancer. Find out why being polite matters and how it can benefit your freelance career in our article on why being polite matters when you’re a freelancer.
Final Thoughts
All in all, replying to people at work is important. It’s a way of letting the person you’re responding to know that you got their message and are thinking about it, or that you’ve taken action. Replying also helps other people who might be involved in your project or task see what’s been done and what still needs to happen. And it makes sure that everything gets finished on time. But replying doesn’t just help with work it can help strengthen your relationships with coworkers and make them more enjoyable too!
Further Reading
Here are some additional resources for further reading on related topics:
Replying to Employee Feedback: Learn effective strategies for responding to employee feedback and fostering a positive work environment.
The Impact of “Reply All” Emails: Understand the implications and best practices surrounding “reply all” emails in professional settings.
The Harm of Immediate Response Expectations: Explore the negative consequences and potential drawbacks of expecting immediate responses in work communication.
People Also Ask
How Do You Politely Remind Someone To Reply?
Beginning your email with the word “sorry” has an air of defeat before you even start. Apologizing for not being clear or for taking up their time doesn’t make the recipient any more inclined to respond and, in fact, can have the opposite effect. Instead of focusing on yourself, put the other person first: “I hope you’re well” or “Thank you for your consideration – I know how busy you are.” Then state what it is that they need to do. Be polite and respectful; don’t be pushy.
What Do You Do If Someone Doesn’t Reply To Your Email?
If a person doesn’t reply to your emails, then it is best not to continue sending messages unless he or she gives a specific instruction like “Let me know when this happens” or something similar. Otherwise, you may come off as annoying or desperate. However, if another week passes without a response from them, then go ahead and give them another brief message asking about their status on the project.
What Is The Best Way To Respond To Emails?
The best way to respond to emails is to reply in a timely manner. This will show your coworkers that you are taking their messages seriously, and it also makes it easier for them to follow up on their own questions.
How Do I Answer All The Questions?
There are many different ways you can answer all questions, but the most important thing is that you do so in a way that is respectful of both parties involved. Be sure not to leave out any details or be overly formal; these can come across as condescending or insensitive.
What’s The Best Way To Communicate In The Workplace?
It’s important to be respectful and use the right tone when you’re communicating with a coworker. Whether it’s a quick email or one of your more formal meetings, make sure that you’re being clear and concise with your communication.
In What Situations Do I Need To Reply To People?
If someone has asked you a question via email, text message or phone call, then you should always reply. Even if it’s something simple like “yes” or “no,” or if you want them to follow up with someone else (like your manager), it’s important that you communicate back so that everyone knows what’s going on in their workday.
Why Should I Always Answer Questions At Work?
You should always answer questions because it helps keep things running smoothly in any business environment! If someone asks for something from someone else and they don’t get an answer back quickly enough, then there could be delays in getting things done that would otherwise be done quickly if there were no delays at all! Also, if someone asks for something from you but doesn’t get an answer back quickly enough then they might start worrying about whether or not they’ll get what they need done
What’s The Best Way To Respond To A Question In The Workplace?
The answer is simple: always reply to people in the workplace. It’s important to be respectful of others’ time, and it’s also important to get things done. You can’t do either if you don’t respond.
What Should I Do If Someone Sends Me A Message That Is Not Related To My Job?
If you’re getting messages from people who are not your boss or direct supervisor, it’s okay to ignore them they’re probably just trying to be friendly. However, if they send you something that is clearly work-related, it’s best to politely acknowledge it and let them know that you’ll get back to them later
What Happens If I Don’t Reply?
You’ll probably get called on it. If your boss has asked you a question and you don’t answer, they may assume that there’s something wrong with the project or some kind of miscommunication going on between them and their colleagues.
Costantine Edward is a digital marketing expert, freelance writer, and entrepreneur who helps people attain financial freedom. I’ve been working in marketing since I was 18 years old and have managed to build a successful career doing what I love.