I also have an “every other day” nag policy for big shots. Chris, a successful hostage negotiator, suggested that instead of chasing responses with “Yes”-oriented questions which we always do, try doing the opposite. They’ll understand your frustrations. The cookie is created when the JavaScript library executes and there are no existing __utma cookies. Counterpoint: I really dislike the “gentle reminder” or “kind reminder” wording. Often this trains people that you will be a PITA and just to give it to you right away. While neglecting to respond to employees’ communication doesn’t necessarily make for a bad manager, it sends an important message – one lacking in respect, prioritization and time management. Just as an FYI, I used to work in Manila, with a heavily Filipino staff. The cookie is set by Addthis which enables the content of the website to be shared across different networking and social sharing websites. It took me a long time to figure that out and not be too mad about it. BLEEP YOU! We only get department/college higher ups involved if someone’s committed a big no-no. And a shared hate for not updating websites. :), That’s insane that you had to go to those lengths!!! It’s gotten better, but being a state institution and with a lot of auditing, things really just take a long time to get paid. I work in one of those places that will drown you in email. I can sometimes use my boss if I really need something from someone. I’ve never had someone not respond to my second email when I’ve framed it this way. Me too! Should a good candidate experience turn into a bad employee experience? He has a lot more clout than I do, and sometimes he knows the person personally and they’ll usually respond to him even if they don’t respond to me. Even if coming from a lower power position, don’t apologize when you have nothing to apologize for! No. I have dealt with academics and government employees and the most useful tools in my toolbox are polite persistence and figuring out who to talk to. So, basic scripts, for either phone or email: First follow-up: “Hey, Jane — I wanted to check back with you about X. I need to get your okay by (day) because (reason). To note specific user identity. #7 Check if the email is cc'd. Usually, the assistants are as annoyed by their boss’s habit of not responding to e-mails as you are. It also sets a poor example for employees in terms of responding to clients or coworkers. I wouldn’t recommend using this as a student. People send this to me in their first email on the subject, and there is almost always a hint of “you caused this issue” or accusation in the email. Most of the professors I know feel the same way. Have pity if I missed something you needed :(. If there’s necessarily three things they must do, like “read, sign, email back” then bullet those points if it’s not ridiculous to do so. In addition to the focused subject (what do I need, regarding whom, and by when), here are two other tips I use: This tactic is excellent, for the reasons you outlined. I was going to post the same thing. Sometimes people need reminders – no matter what your role, sometimes things slip through the cracks, and a follow up is necessary. These cookies will be stored in your browser only with your consent. Impossible. I’m a chronic late responder to emails, because the volume of messages I get is so high. Those in academia usually have a thousand things going on at once and it’s just so easy to let email slide. I’d say something more like, ‘Dear Professor X, I’m just checking to see if you got my email last week about the essay draft. This! I don’t like apologizing for something that isn’t my fault. At some point your constant friendly reminders will shame them into answering…. So what message does this send to employees? Every school I’ve taught at has a webpage where you can look up phone numbers and email addresses. But worth pursuing if OP & Jane are in walking distance proximity. It should not be necessary, ever, to physically walk over to where a person works so they can’t ignore you anymore. I work for a very large public research university, and it’s entirely optional whether I list myself in the directory. However, i’d also add not to be afraid in very difficult cases to ask for someone more senior to assist. If I know there is a specific due date, I’ll meet it. I usually include an offer to talk in person/on the phone if they’d prefer that to reading the rest of the email. I don’t see it as apologizing for doing my job – it’s just a stock phrase (which I use very often myself) to “gentle” a request. If you’re dealing with someone senior to you and it’s quite important, at this point it will often make sense to let your boss know what’s going on. Not doing that, especially if it’s just because you don’t like the phone, is a surefire way to frustrate your boss and make her wonder What Is Wrong With You. Once I was emailing a professor for the sixth or seventh time about something that was weeks overdue. I NEED to follow up, but striking the right balance so I don’t come off as being pushy or annoyed, or annoying Jane with my multiple attempts at contact is difficult. Carl, for whatever reason, was blowing him off. Basically Jane told me she would cc her assistant to review the thing we needed approval for, then get back to me. Of course it won’t work in every situation, but it can cull some of the problems! I think technically it’s more like apologizing for being a nag, even though it is also doing your job. Usually this is for people who have a protective order against someone, or a documented victim of violent crime or stalking, or those seeking political asylum. So long as you make it clear that you know or suspect that this isn’t the right person to ask but you’re out of options, they’ll almost certainly help you; and being on the inside of the institution will make that easier for them to do. My other suggestion is to, if necessary, CC someone else on the follow-up email. My other CYA move is at some point to ask “when I have questions like this, what’s the best way to get in touch with you?” The point of this is not to get any new information, but once they tell you they prefer email/phone, you are absolved of any guilt about bugging them using that method. Both have made my professional life unimaginably better. My internal customers love it because they often don’t really have enough depth of knowledge to pick between two highly technical options, so hearing “90% of the time we do X; we’ll assume that’s what you want here unless you specify Y or Z” makes it easier to choose. I follow most of the advice given by Alison and others and sometimes still don’t get a response. And to people at my institution who actually use their Outlook calendars. “As another academic, I wanted to reiterate what a lot of others have said about how repeated emails and reminders aren’t pushy.”. . 4) Stick to one topic per email. I send e-mails all day. There's probably nothing more gratifying in the workplace than receiving a compliment from your boss. Contains hashed/encrypted unique ID. I’ve been having a problem with someone not responding to my emails. OOH, this is exactly my wheelhouse. This cookie is set by linkedIn. I mean, there’s nothing “kind” or “gentle” about another flipping email I have to read, decide isn’t relevant, and then discard. I work in academia at a relatively large university and I’m often getting in contact with people I don’t know, about research issues. Whether you get the person on the phone or leave a voicemail, be brief. While we’re all busy at work, managers are often busier than the rest, as their role includes being responsible for their team’s work as well as their own. The phrase that I used endlessly at my old job was “Unless I hear otherwise…”. This is one place where academia often operates a little different than the private sector. I am more likely to use bolding/bulleting with peers as opposed to folks higher up on the food chain for whatever reason, but these are all great tips. . If this email is also serving as documentation of something for you so it has to be long(er), make sure the first paragraph covers your ask in case that’s all they read. I think I’m better than most folks at staying on top of my email, but it can genuinely be difficult with my schedule and the volume of email I receive, and I’m not perfect. I honestly feel like I really need to apologize all the time in my job for anything, but that is because everyone is upset and on a hair trigger at all times and I’d better soothe them. It can definitely be overused, but I don’t see it as an “apology for doing my job,” but just a nicety that acknowledges that you realize the person has a lot going on and that what is a priority to YOU may not be a priority to THEM. So I tell everyone X is the deadline and I start throwing balls in their court earlier when it’s time to start working on the llama grooming project. The list of questions can be endless and some times, it will come down to the simple fact of you need this by tomorrow because that’s when its due. I started before my coworker, and in his first month he told me with shock how people were responding to him in a way that was both quick and helpful, instead of never getting back to him, or “answering” in a way that didn’t actually answer the question. I think there are ways to soften a request and keep it friendly without apologizing. No idea why it took so long. A: It’s happened to all of us: You’re communicating with recruiters or hiring managers about a promising new job, and they suddenly stop returning your messages.You follow up after a first, second, maybe even a third interview, and never hear back. 1] Research grant proposal”) and/or near beginning of email with date bolded/color changed, if it doesn’t look too jarring. I found up picking up the phone and calling generally does the trick if it’s primarily an email relationship. All this to say, make sure you know the culture before you assume that you’d be expected to follow up by calling! I can’t afford to be too much of a “nag” in my position of being a peon, so it’s a tightrope to walk. Just, no. This cookie is set by Youtube and registers a unique ID for tracking users based on their geographical location, The cookies is set by ownerIQ for the purpose of providing relevant advertisement. Keeping the email short and sweet, just like the subject. Ask nicely “I really need this” and follow up daily or a couple of times a week until I get it. Yes yes yes, to all of this. It really needs to change. (And fwiw, we’re in the UK.). Question: How should I handle a co-worker who will not respond to emails? [Whatever].” She responded by sending the thing and asking “What’s this doctor nonsense?” I hadn’t done it to get a rise out of her really, but it clued her in that our good-natured indulgence was waning. I am sure you are so busy” is something that works, too. This cookie is used to measure the number and behavior of the visitors to the website anonymously. 2) Every business email should have a clear ask, unless it’s a thank you. My curriculum coach is so very busy and often says this in emails if she knows she might not be able to get to something right away. that it’s correct. So for me to confirm, I need to look at the meeting and decide if I even want to attend, decide if I’ll have research ready to present, and then run down the budget on my grants, professional development funds, etc and decide if I have the money. Usually there’s an advanced setting on your phone that does this on a per-call or permanent basis. If it’s near the start or end of the semester (or quarter), you are not going to get a quick response no matter what. @Gloucesterina, I’m an assistant to an administrator, and you would not believe how much time I spend going through her calendar, finding possible time slots, and emailing them to people. Or if remote, I’ll share my screen via Lync/Skype; they read and I type as we discuss. When I’m asked a question a second time over email (and an appropriate amount of time has passed after 1st email), I try to add something like, “Thanks for bumping up this thread” to signal that it’s appropriate to contact me with reminders and to make the sender feel comfortable doing that again in the future. You would send an email and in a day or two would get a response back. Agreed, same here! “[Respond by Mar. When I need a lot more than that, I ask “Are you available to answer some questions?” instead of sending them a long list of questions straight away. This cookie is set by Google and stored under the name dounleclick.com. It’s like he’s new to academia or something (he’s not). I used to be fantastic about responding to emails and it would bug the carp out of me to have to follow up ALL. CC’ed to everyone at head office from God down. I looped in personal contacts. Fortunately I encounter almost no jerks. Bill’s getting anxious to get the job complete and get paid. Nothing. Also, meeting invites can prompt people to suggest their available times if your suggested time doesn’t work. And that probably every deadline has some padding in it because everybody knows this. These cookies can only be read from the domain that it is set on so it will not track any data while browsing through another sites. ‘Twas a long and trying winter and life has been naught but a constant chain of struggle and despair. Google uses this cookie to distinguish users. Great advice. When possible though, it’s a good point. My work also involves a lot of exchanges with busy academics. (Wait at least 24 hours after sending the follow-up email, unless you absolutely need something sooner.) This is a kind reminder to discuss about X…”) it’s the only kind of wording I feel DOESN’T come across as pushy. We once had a student who emailed about a registration issue first at 6:30pm, and then repeatedly and with escalating anger several times that night through about 3:00am. Frustratingly I’ve become one of those people who needs frequent reminders due to an impossible to-do list. Make your answer or request clear: “Attached is the paper for your review that we discussed this morning. I don’t like to do it out of the gate, but after three freaking months, I had no other choice. I feel like apologizing for something that doesn’t need apologizing for… lessens your standing? My intent was to make an inquiry and have a discussion about your schedule. I’m one of those folks who is apologetic about being reminded of something. I was at the first place for about 7.5 years and my coworker even longer. I agree. Then cc her assistant from the beginning. (We had a lot of those, too.). Glad to hear you have some more tricks to help with this sort of thing OP. I actually include a blurb in my syllabus instructing students on the proper and polite way to follow up if I haven’t responded to their first email. I’ve both used it and had it used on me by male coworkers. Except in extreme circumstances, “as soon as possible” is so often just the sender trying to push the burden of prioritization onto the recipient. She told me to email her and she or her assistant would follow up. But, that is literally a break glass in case of emergencies move. Especially when it gets used when someone is advertising their conference or event on a learned society mailing list. TIME. I guess the other thing to address with a lot of the comments was the directory that most universities have. Lots of good advice above. If I have a bunch of questions or points I have to include, I’ll divide them by category and clearly label each set. And just because a phrase is common or stock doesn’t mean it doesn’t mean anything. One of the most basic requirements for every job is good communication skills. (but no about any specific thing, nor did I mention my company) and call me back as soon as possible. Your initial post was a little confusing, poorly formatted, and needlessly verbose. As this is needed by [fast-approaching date], I would appreciate your prompt response so I/we can [proceed further/close this issue/resolve the matter etc]. This is not directed at you personally, or at the pragmatism of this suggestion, but the notion of having to appear in person to get a response to an email aggravates me. my company punishes single people who have to quarantine more than once — but not married people, my coworker is copying my look, I blasted a recruiter for not answering me, and more, thoughts on rejection from a hiring manager in a competitive field, I was used as a public example of what not to do at a team meeting, can I ask my employee to remove his pronouns from his email signature, stuck paying for a business hotel, and more, weekend open thread – February 13-14, 2021, boss sends us daily sales pitches for a money management app, pressure for virtual socializing, and more. I disagree a bit with Alison about trying another form of communication, because with email you have a record of your attempt to contact them. The truth is, we’re ALL busy, but some managers use this as an excuse for poor communication skills. This is 99% of my job, so I’m definitely bookmarking this! Thanks!” 99.9% of the time, this prompts me to do what they want. Used by Google DoubleClick and stores information about how the user uses the website and any other advertisement before visiting the website. It’s a little weird but it could be worse. The cookie is used to enable interoperability with urchin.js which is an older version of Google analytics and used in conjunction with the __utmb cookie to determine new sessions/visits. Yeah, normally over there people just walk over if it’s urgent. Just because an individual holds a managerial role doesn’t mean they should forget the basics. Apologies if this was said already, but if it’s appropriate to the task, you can say something like, “Hello, I’m just checking in again about that report I need reviewed, which I’ve attached. This usually requires way more words than I prefer to include in an email, but I typically get a response, even though I’m a nobody on campus. Asking a “No”-oriented question that suggests that you are prepared to walk away. My solution was, if you don’t hear from the coworker after a few days/tries, it’s legit to email me/our manager. Contact departmental secretary if urgent but don’t cc on every email as someone suggested. If they don’t, they can expect their top talent to transition to competitor companies. In some cases, I have also asked my boss if I can CC them on the email. What’s great about this wording is that you don’t need a response to proceed. I’ve been on the other side of this, and I like it. This comment is not representative of that email style, ha! I recognize that I do not know your whole schedule and I don’t have the capacity to … This might seem nitpicky, or maybe just personal (as this is something that I’m personally working on), but I wouldn’t apologize for following up. Most people who don’t respond aren’t trying to be difficult, they are just busy or overwhelmed. Meaning that anyone who isn’t technically a ‘university’ employee, but an employee of the hospital or health authority isn’t listed in the university directory. If the message contains harmful speech or personal attacks, don’t hesitate to talk to your manager or HR. I was told this didn’t used to be the case, but this is how it’s been the 14 years I’ve been here. Tips for Writing Employee Emails and Letters . If the phone number calling me isn’t in my contact list or I can’t recognize it I will certainly let it go to voicemail. 2021 Undercover Recruiter. If anyone has an assistant, definitely lean on that person! Then you can reply to the assistant directly and politely ask them to follow up in person, since you can’t. Good to know, Competent Commenter! So unfortunately assistant contact was a dud, If this is a department administrator or a graduate assistant funded by the university, I bet the department can connect you with them. Have you gotten a chance to look at that email? As another academic, I wanted to reiterate what a lot of others have said about how repeated emails and reminders aren’t pushy.
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