Email: Don’t respond right away

If you are anything like me, you are always connected to the Internet in some fashion. I have 2 laptops, a desktop, a blackberry and most recently, an iPod Touch (more on that later). Because of this, I get my email right when it’s sent to me unless I’m asleep or without my phone(which is veryrare). I am always tempted to respond right away, just as I do with text or instant messaging. It’s all instant for me. However, I realized it might not be best to respond to an email (specifically a client email) right away.

I know some might think the sooner the better, however immediate response can have some negative effects. First, it’s important to know that most people are not like me- they aren’t always connected. They check their email at most hourly. So it’s a safe bet that they won’t be checking their email for your response right when they email you. Unless of course, you set a precedent.

If you do respond right away, people will expect you to all the time. With my clients for example, if I consistently respond immediately, they will expect it. If you make it seem like you’re always available, people think you are, and that can really eat into any free time you try to set aside. I had a client who called me at all hours because I made it seem like I was always available. I had to explain to her that calling me at, for example, 1AM was unacceptable. But I was always there for immediate response. Besides that, it’s always helpful to put some thought into what you’re going to write back.

Immediate response doesn’t allow you to think about what you write- it’s just what first comes to mind. For a quick note to a friend or a thank you email that might be fine, but in a professional relationship it looks bad. At the very least take some time to think about what you want to say and word it correctly. That extra time from when they email you and then hear back will show them you actually put some thought into what you want to say.

As for me, I should heed my own advice. I have been trying the last few weeks and have already seen a difference as far as what’s expected of me goes. Now let’s see if I can maybe check me email less often…