Does it irritate you when you read your emails in the morning to see colleagues and managers asking: “Did you do x task? Did we get x document?” instead of your boss just checking the file, which arguably takes as long as sending an email? If you’ve ever been frustrated by this scenario, you’re not alone. Here’s how you can handle chasing emails with grace and efficiency.
Understand the Root of the Problem
The Dependency Cycle
One of the main issues with bosses relying heavily on email follow-ups is that it creates a cycle of dependency. When they constantly ask for updates instead of checking files themselves, it becomes a habit that’s hard to break. This can be annoying and inefficient, especially when the information they seek is easily accessible.
The “We” Dilemma
The use of “we” in emails like “Did we get the document?” can be particularly exasperating. It often feels like the responsibility is being unfairly shared when it’s clear that the task falls squarely on your shoulders. This can create a sense of frustration and disempowerment.
Strategies for Effective Follow-Ups
Proactive Communication
One way to reduce the number of follow-up emails is to be proactive in your communication. Send regular updates about the status of ongoing tasks. For example:
- Daily Summary Emails: At the end of each day, send a summary of what has been completed, what is pending, and any important notes.
- Weekly Reports: A more detailed report at the end of the week can help keep everyone informed and reduce the need for follow-ups.
Creating a Central Information Hub
Encourage the use of a centralised system where all relevant documents and updates are stored. This can be a shared drive, a project management tool, or even a simple spreadsheet. Make sure everyone knows how to access and use this system.
Automating Responses
Use tools like email templates or quick steps in your email client to automate responses. For instance, set up templates for common updates such as:
- Task Completed: “FYI, task X is completed. The document is available [here].”
- In Progress: “Just a heads up, task X is in progress and should be completed by [date].”
Closing the Loop
Ensure that you always close the loop on tasks. When you complete a task, inform your boss immediately and provide all the necessary details. This not only reduces follow-up emails but also builds trust in your reliability.
Changing the Narrative
Addressing the “We” Problem
If the use of “we” in emails bothers you, it might be worth having a candid conversation with your boss. Explain how it makes you feel and suggest more specific language that accurately reflects responsibilities. For example:
- Instead of: “Did we get the document?”
- Use: “Did you receive the document from [specific person/department]?”
Educate on Efficiency
Sometimes, bosses might not realise how their actions affect efficiency. Gently educate them on the benefits of checking the central information hub themselves. Highlight how it saves time and reduces unnecessary email clutter.
Dealing with Frustration
Find the Silver Lining
While it can be frustrating to deal with constant follow-ups, try to find the positive aspects. These situations can offer opportunities to demonstrate your organisational skills and proactive communication. Over time, this can lead to greater trust and autonomy in your role.
Set Boundaries
It’s important to set boundaries to ensure that your work-life balance is not affected by incessant follow-ups, especially outside of working hours. Politely remind your boss of your working hours and suggest non-urgent matters be addressed during those times.
Your Next 7 Steps to Chasing Email Nirvana
To manage and improve the follow-up email situation, take the following steps:
- Send Regular Updates: Implement daily and weekly update emails to keep everyone informed.
- Centralise Information: Use a shared drive or project management tool to store all relevant documents and updates.
- Automate Responses: Create email templates for common updates to save time and reduce repetitive typing.
- Close the Loop: Always inform your boss immediately upon task completion and provide the necessary details.
- Address the “We” Problem: Have a candid conversation with your boss about the language used in follow-up emails.
- Educate on Efficiency: Gently educate your boss on the benefits of checking the central information hub themselves.
- Set Boundaries: Ensure your work-life balance is maintained by setting clear boundaries for communication outside working hours.
By implementing these strategies, you can reduce the number of follow-up emails you receive, improve efficiency, and maintain a healthier work environment. Sounds good!