Most projects or assignments at offices get delayed because employees hesitate to, or don’t know how to respond to emails. Sometimes, they are not sure what or how to respond because they need time to think over it. Particularly, the inexperienced or young staff members seek verbal approval. Without a nod from their supervisor, they don’t work on an email.
No matter the reason, the consequence is always the same: inefficient coordination. Any projects or decisions that need email coordination get delayed and valuable time and money wasted. The good news is that there are three simple ways in which you can improve email responsiveness among staff.
1-Coaching
It seems non-intuitive; after all, how hard is it to respond to an email. However, most employees struggle with finding the appropriate, professional response to anything sent via email. This is where coaching comes in. Responding to email is like office manners. Because it is so, these can be coached to staff during their induction. Start with stressing the importance of email as a crucial mode of communication between teams. Next, set priorities to different emails and set time during which emails should be sent and share examples of responding to them.
This coaching can also encompass ways to respond to different kinds of email. Response etiquettes with regards to staff levels can also be coached. It will improve overall business communication.
2-Smart Replies
Many mail servers allow setting smart replies. These can be set by default in employee systems or passed on as saved drafts. That will provide them with a toolkit to make important and relevant communication. Also, it will set a communication standard and reduce the staff’s learning curve.
Smart replies is of great help for those staff members who may lack sound communication skills or are wordy and confusing with their messages.
Smart replies will also allow for time efficiency for each staff member. Every second counts especially in fast departments like sales and complaint resolution units. Smart replies will save their time, where rather than drafting a response a simple click of an option shall suffice.
3-Prizes
Without the motivation to perform, there is hardly any good performance. Even the most effective methods on paper, for anything, fade out in practice if they are not backed by the right incentives. Employees can be encouraged to make prompt responses by introducing small prizes and gifts. The least number of not responded emails in a certain period can be a good motivator.
In Conclusion
Promptly responding to emails is critical for ensuring seamless communication between teams. If work emails are left not responded due to any reason, it is ultimately the organization that suffers. Prompt email responses ensure smooth coordination which is vital for success. Coaching, smart replies, and setting proper incentives are three proven ways to get your team to start responding to emails properly.
