Nowadays, nearly all professionals whether its web designers, developers, marketing experts to name a few, use e-mails to communicate with their clients. Although this form of communication is convenient and useful when sending attached documents to be revised, it can get stressful if the response to your e-mails is not fast. You have deadlines to meet and work to get on with; this is why it is important you receive immediate response.
Have you ever thought that changing the format of your e-mails can facilitate time response and help you keep within your deadlines? Here are some tips on how you can generate immediate response.
Keep your e-mails short and to the point, as this stimulates the receivers to respond rapidly with their own short response. Often, when you send a longer e-mail the receiver feels that sending just a short answer may seem rude, and automatically waits for a better moment to think up an appropriate reply. This, often never comes.
When people receive long e-mails they simply put them aside for later reading. Why? Because they have so many e-mails to reply to that they leave the longer ones for a later read and often never get to those.
However, when they receive a short e-mail that only needs one or two short replies, they are more willing to respond.
At times, phrasing your e-mail using the proper format can help you receive your answer quickly. Using a prevention approach instead of an opportunity approach usually works better. Here is an example. If you write to promote your idea or concept to someone, you will stimulate a faster response rate it you write, “If we don’t contact A we could lose this unique opportunity.” This is better than “This is a good opportunity we could consider….” This is actually a gentle way to persuade the receiver into action.
It is essential you have a purpose when sending an e-mail and clearly state this in the message. An example may be if you have to contact someone to discuss a particular project. Do not simply say you wish to look over some points with him or her, clearly state, which points these are. Always make it clear right from the beginning of your e-mail what your principle idea and question is, as people often simply scan the first two sentences.
Remember that people are very busy most of the time, so try and time your e-mails as best as you can this can often get you a positive reply. If you do not get an immediate reply, send another one after a few days. Allow them some time to reply, only then follow up on your original e-mail.
Address your e-mail to the same person and only to him or her. If you send an e-mail to multiple recipients, you will risk not receiving replies as each person assumes another will take care of the issue.
Sometimes, it is worth using the support of a direct call to substantiate your e-mails, as verbal communication can help get better response and show the receiver that the subject does interest you.
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