It goes without saying that the biggest and most common issue our clients have, regardless of the industry, is communication. More often than not it is at the top of the list.
One of the pitfalls in communication we’re going to talk about today is responding to communication from others. Regardless of the form of communication, there is nothing more frustrating than needing an answer and waiting for a response from someone. The potential to make things worse is when your expectation for a response is different from the person you are communicating with.
Most issues around this can be resolved by clearly stating your expectations for a response. More often than not we use generalizations such as, “Can you get back to me about this?” Or, “Please let me know your thoughts.” And that therein is the rub – with no clarity around when your response is needed, the response time is solely at the discretion of the receiver. You may be expecting a response within a few hours or at best by the next day. For the receiver, it might mean something entirely different.
To avoid frustration and misunderstanding, be sure to be as clear as you can about what you expect, as well as a time frame for their response. If you want to avoid the potential for open interpretation, add, “If I don’t hear back from you by …, I will follow up with you on …”
There are some people that are just naturally fast responders. But then there are others that put off those things that they don’t find especially appealing or urgent (in their mind). And if those two types are communicating with each other… well, you can see the potential for problems.
Avoiding this pitfall is a pretty easy process and one that can save you a great deal of frustration and anxiety.
Avoiding the response pitfall in communication:
Step One: When you are looking for a response from someone clearly state your expectations, including when you would like to hear back from them. Include with your communication when you will follow up if you don’t get a response.
Step Two: Try to be reasonable. If it’s urgent, ask yourself if it is in fact urgent or if you just want to get it off of your plate.
Step Three: If you cannot accommodate the time frame someone has given you, be courteous. Send them a text or email and let them know you got their message and when they can expect to hear from you.