Michelle Hamer challenges small business owners to be smarter. Through her programs, she works with clients to sharpen their skills and to think beyond the square. Michelle is owner of Smart Advice and holds community roles with organisations such as the Foundation of University of the Sunshine Coast, Lifeline Council and SC Area Consultative Committee.

If it's that urgent, pick up the phone

February 8 | Michelle Hamer

Have you woken up and wanted to scream about something. Well today there are two things I want to scream about!

Firstly, people who send emails expecting you to be waiting with bated breath at your desk to answer them.

Now just because some people have (what some may consider) the luxury to be seating at a desk all day (in air-conditioning), not everyone’s job is desk bound and if they are, they may not have their email on!

However there are people out there sending emails expecting a response “today”.

My tip to this is, if it is that important then pick up the phone and talk to someone.

Which leads me to my next gripe, “your answer is expected ASAP!”.

Now what does that mean? Yes, I understand “as soon as possible”, but as soon as possible to whom!

This little acronym is used so frequently in communication that it has lost the impact that is was originally intended for, that is “as soon as possible”.

Why do people shy aware from writing a date and time in which they expect a response? Is it because they are not organised themselves? Or they are scared that you will not be able to meet the deadline that is necessary.

Sorry there was a third gripe: “No response will be taken as an acceptance”. No response by when – today, tomorrow or at the end of the month!

You can see that I have been receiving some challenging emails this week.

If you are sending an email that requires a response, please put the required response date and time in the body of the email.

Better still, I recommend including it in the subject line so that people are aware of the deadline that you are imposing on them.

Another tip, if you require a response within the day, make a courtesy call to check that this person is able to help you.

OK – I feel better now. Off to send another email.

Recent Comments

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Posted by virgo from Maroochydore

on 7 February, 2008 at 8:25 p.m. ( Suggest removal )

Thank you for that Michelle! I agree!

Can I add a gripe...whilst we are on the topic - what about those people that leave everything to the last minute and then decide they are going to take action (because their bosses are on their back) and expect you to be able to DROP EVERYTHING to be at their beck and call because they are unorganized! In my line of work - I deal with this EVERY day!

Posted by atapro from Noosaville

on 8 February, 2008 at 6:02 a.m. ( Suggest removal )

I agree wholeheartedly. Email and mobile text messaging have made many people into very lazy, poor communicators.

It's true that speaking to someone absorbs your time and theirs, but it is often a bit insulting to receive one of these shorthand messages from someone in place of a short phone call.

As the recipient you often get the feeling that the issue was not important enough for the sender to waste their time on. They are trying to get it off their desk and onto yours as quickly as possible so that they can get onto something more important.

This is not to mention the all too frequent miscommunications and misunderstandings caused by the recipient not getting the message exactly as the sender had intended because the recipient cannot read between the lines.

Let's start talking to each other again.

- Couldn't agree more Atapro - I think we've all been guilty of sending bad emails - and misreading the ones we receive. It's like we have lost the art of conversation. - Editor