With a monthly blog focussed on marketing tips and tricks, this month, we focus on one that impacts how others perceive you and that can affect your personal brand. This one applies to everyone in the business world, not just marketers.
Email has become an integral part of our personal and professional lives. With a majority of our interactions happening virtually, the way we communicate via email has a direct impact on our personal brand. One essential aspect of email etiquette to master is response times.
In this blog, we will explore the significance of prompt replies in shaping your personal brand and discuss some practical strategies to ensure you're always on top of your email game.
Instant Credibility: First impressions matter
When it comes to professional networking or personal relationships, quick email responses signal reliability, attentiveness, and professionalism. By promptly replying to emails, you demonstrate that you value others' time, creating a lasting impression of trustworthiness. On the flip side, delayed responses can convey indifference, disorganization, or even disrespect, harming your brand and relationships.
I recently had an e-introduction to a leader looking for someone to assist in a project. This was fantastic as I had more than what was needed in qualifications. The leader reached out quickly after the introduction, to which I provided information and asked if we could briefly discuss what could be possible - the result was no response. I followed up to see if she would be interested in a conversation. And guess what – radio silence. My lasting first impression of the individual and the organization isn't a good one. Sadly, disrespect and lack of professionalism are impressions that rise to the top. I can't imagine this is the end goal they were going for.
Maintaining Positive Relationships:
In today's fast-paced society, everyone expects quick responses. Failing to reply promptly may lead to frustration, misunderstandings, or missed opportunities. By responding promptly to emails, you show consideration for the sender's needs and establish yourself as someone who can be relied upon. These positive interactions can strengthen professional relationships, cultivate trust, and open doors for collaboration and advancement.
Imagine yourself in an existing relationship where, after numerous and varied contact attempts, you finally have a conversation. In the meantime, because of the lack of communication and time span, your mind was building up all the things that could have gone wrong, causing sleep loss. When you spoke, it wasn't what you had conjured in your midnight mind. However, the damage was done, and the 'bank of trust' has been depleted to some degree. You'll proceed with a note of caution on this relationship; while this individual may be wonderful, it's someone you do not feel you could count on.
Thankfully, this is not a common experience which I have had. Working in a remote environment, I am pleased to have a long list of those I greatly respect. Whether the response was a quick "I'll get back to you," or "Let's meet to discuss," or anything in between, those are ones whom I would refer others to, whom I would say "this is their culture at that business, and if they treat others that way, imagine how they will treat you?" Your prompt response can open so many doors you may not yet see.
You can see how impactful managing response is to your personal brand, but how can you stay on top of the zillion emails that flood you daily?
Here are a few tips.
Strategies for Prompt Email Responses:
Organize your Inbox: Maintaining an organized email inbox is crucial for efficient management. Sort emails into relevant folders, prioritize messages and delete unnecessary clutter regularly. Set aside specific times to go through your inbox, ensuring you respond to important emails promptly.
Use Email Filters and Labels: Automated filters and labels can help you categorize and prioritize incoming messages. By setting specific rules for sorting or labelling emails, you can ensure important ones are easily distinguishable and promptly addressed.
Establish Email Response Priority Rules: Define your guidelines for prioritizing emails based on your responsibilities, deadlines, or sender importance. This enables you to allocate time accordingly and respond promptly to crucial emails.
Set Realistic Expectations: Communicate openly with colleagues, clients, and contacts about your preferred response time. Establish guidelines to ensure everyone is on the same page regarding email responsiveness if necessary.
Autoresponders and Email Notifications: Utilize autoresponder features when you know you'll be away from your inbox for an extended period. Briefly inform people of your absence and expected response time, which can help manage their expectations and prevent frustration. Additionally, customize email notifications on your devices to receive timely alerts, allowing you to respond promptly even when you are on the go.
Efficiency without Sacrificing Quality: While it's crucial to respond quickly, remember that quality should always be maintained. Take the time to thoroughly understand each email's context and respond appropriately and thoughtfully. Striking a balance between promptness and content comprehension helps maintain excellent email etiquette and, in turn, your personal brand.
Your email response time directly influences your personal brand and the impressions others form of you. Being prompt in your replies demonstrates professionalism, reliability, and respect for others' time. You can ensure you're on top of your email game by implementing effective email management strategies, such as organizing your inbox, setting priority rules, and utilizing email features.
Ultimately, consistent and prompt communication will help you build and enhance your personal brand, leading to stronger relationships, increased opportunities, and more tremendous success in both personal and professional realms.
Keep on being amazing,
Lyanne
With a drive to accomplish high-quality results, the marketing work Lyanne has spearheaded in business has been recognized and awarded nationally on several occasions. In addition to this, she proudly holds the Chartered Marketer designation through the Canadian Marketing Association.
After serving 28 years in corporate finance, she emboldened into new territory by striking up a business marketing consulting practice that exists to lighten the load of marketing leaders. Having been a leader in marketing, she appreciates the complexities of the job and the many demands that come with it.
Whether you are interested in learning more about how blue dragonfly can help your business, are interested in joining or learning more about Mastermind groups, would like to chat about a speaking engagement, or just want to meet with Lyanne, this is a great way to get started. Connect today.
Cheers to the beginning of a great relationship.