When you receive a message, how quickly do you need to respond?
In your workplace, you should always strive to follow the norms and expectations of your organization. However, here are a few general best practices:[1]
Emails: Aim to respond within 24 hours. If you don’t have an answer, acknowledge receipt and state you are working on it.
Respond with a phone call if the subject matter or your tone could be misinterpreted.
Follow-Up Emails: Send follow-up emails one week after the initial email if needed, using strategic subject lines and clear language to prompt quicker responses.
Group Emails: Take your time to think about your response rather than feeling pressured to be the first.
Instant Messaging (IM): Use status messages to indicate availability. Quick responses are expected when online, and using “do not disturb” or “busy” features can help manage focus time. The response time for IM is generally faster than for email.
After Hours Messaging: If your message is not urgent, consider delaying the message until the next business day so that the recipient does not feel pressured to respond during their personal time. If you do choose to send it, just stating that a response can wait is enough to relieve the pressure.
McDonnell, Jill. “Workplace Communication Etiquette: Best Practices for Response Times and Setting Boundaries.” SUCCESS, August 4, 2023. https://www.success.com/workplace-communication-etiquette-best-practices/. ↵