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5 Ways to Get Faster Email Responses

5 Ways to Get Faster Email Responses

Faster Email Responses

    After putting together a course on How To Email Important People and speaking with nearly 200 individuals about their email habits, I’ve noticed a few common problems that people have with email.

    The number one complaint is that people don’t get responses to the emails they send out.

    Here is an sampling of the statements I heard:

    “I can’t tell if my emails are being read or not. I hate it when people don’t respond.”

    “I don’t know when or if my emails are being read. Sometimes I feel like I’m spitting words into an electronic abyss.”

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    “I can’t guarantee people are just throwing my emails away, but if they are reading them, they certainly aren’t responding.”

    Well, I don’t have all the answers, but I do have a few suggestions. Here are five ways to get faster responses through email.

    1. Write shorter emails

    People love to procrastinate. And anytime a long email hits our inbox, that’s another excuse to procrastinate.

    It’s hard to send a fast response to a long email because it requires time to read, time to digest, and time to respond. Moreover, most long emails include multiple questions or topics, which can make it tough for the reader to determine what is important within the message. This confusion often leads to more procrastination.

    On the flip side, it’s quite easy to send a short reply to a short email. It doesn’t matter what you’re talking about, a shorter email will always receive a faster response.

    If you want faster responses, then make it easy on the reader to respond. Ask them one question, talk about a single topic, and keep it short.

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    2. Write fewer emails

    If you send people emails all the time, then they get used to seeing a message from you in their inbox. There is no sense of urgency associated with your message because they know that if they don’t reply… well, you’ll be sending another email soon.

    Don’t take advantage of the fact that you can email anyone at anytime. Teach people to value your emails by only sending one when you have something valuable and important to say.

    3. Ask for a response

    It sounds simple, but many times we forget to do so.

    We clearly explain the situation in our email — maybe we even provide a few action steps — but we often forget to clearly ask for a response.

    As the writer of the email, the next step always seems clear to us. For the recipient, however, it might not be so obvious. In the middle of a busy day — and we’re all busy — we need to be told what to do rather than guess at it. Make the next step clear for the reader by kindly asking for the action you want.

    4. Start with a deadline

    Another reason for delayed responses is a lack of urgency.

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    As a society we have adopted a method of using deadlines to make up for our tendency to procrastinate. As a result, we often decide which tasks we are going to perform based on when certain projects are due.

    When it comes to email, this means that you need to state a clear deadline or risk waiting for a response until the recipient has “free time” — which is rarely.

    When you write your next email, try including a deadline in the first one or two sentences of the message.

    For example,

    “Hi Mark,

    Below is the TPS report for this Friday’s meeting — I would love to have your thoughts by Wednesday at 1pm. …”

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    We’re conditioned to use deadlines. If you make it clear when you need a response by, then it’s much more likely that you’ll get the response by that date.

    5. Only email one person at a time

    If at all possible, never send an email to more than one person at a time. Even if it takes a few extra minutes to email everyone individually, you’ll find much better responses because of it.

    The reason for this is that people push responsibility off of their own shoulders and onto the group whenever possible.If you send a message to five people, then each person always assumes that the other four will do whatever tasks are outlined in the message. The result, of course, is that nothing gets done.

    If you have to message a group of people all at once, then do your best to assign tasks to specific people in the message. Otherwise, you’ll be waiting for a mystery man to step up and take action.

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    Last Updated on January 21, 2020

    How to Motivate People Around You and Inspire Them

    How to Motivate People Around You and Inspire Them

    If I was a super hero I’d want my super power to be the ability to motivate everyone around me. Think of how many problems you could solve just by being able to motivate people towards their goals. You wouldn’t be frustrated by lazy co-workers. You wouldn’t be mad at your partner for wasting the weekend in front of the TV. Also, the more people around you are motivated toward their dreams, the more you can capitalize off their successes.

    Being able to motivate people is key to your success at work, at home, and in the future because no one can achieve anything alone. We all need the help of others.

    So, how to motivate people? Here are 7 ways to motivate others even you can do.

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    1. Listen

    Most people start out trying to motivate someone by giving them a lengthy speech, but this rarely works because motivation has to start inside others. The best way to motivate others is to start by listening to what they want to do. Find out what the person’s goals and dreams are. If it’s something you want to encourage, then continue through these steps.

    2. Ask Open-Ended Questions

    Open-ended questions are the best way to figure out what someone’s dreams are. If you can’t think of anything to ask, start with, “What have you always wanted to do?”

    “Why do you want to do that?”

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    “What makes you so excited about it?”

    “How long has that been your dream?”

    You need this information the help you with the following steps.

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    3. Encourage

    This is the most important step, because starting a dream is scary. People are so scared they will fail or look stupid, many never try to reach their goals, so this is where you come in. You must encourage them. Say things like, “I think you will be great at that.” Better yet, say, “I think your skills in X will help you succeed.” For example if you have a friend who wants to own a pet store, say, “You are so great with animals, I think you will be excellent at running a pet store.”

    4. Ask About What the First Step Will Be

    After you’ve encouraged them, find how they will start. If they don’t know, you can make suggestions, but it’s better to let the person figure out the first step themselves so they can be committed to the process.

    5. Dream

    This is the most fun step, because you can dream about success. Say things like, “Wouldn’t it be cool if your business took off, and you didn’t have to work at that job you hate?” By allowing others to dream, you solidify the motivation in place and connect their dreams to a future reality.

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    6. Ask How You Can Help

    Most of the time, others won’t need anything from you, but it’s always good to offer. Just letting the person know you’re there will help motivate them to start. And, who knows, maybe your skills can help.

    7. Follow Up

    Periodically, over the course of the next year, ask them how their goal is going. This way you can find out what progress has been made. You may need to do the seven steps again, or they may need motivation in another area of their life.

    Final Thoughts

    By following these seven steps, you’ll be able to encourage the people around you to achieve their dreams and goals. In return, you’ll be more passionate about getting to your goals, you’ll be surrounded by successful people, and others will want to help you reach your dreams …

    Oh, and you’ll become a motivational super hero. Time to get a cape!

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    Featured photo credit: Thought Catalog via unsplash.com

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