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is it ever unhealthy to answer to an electronic mail too rapidly? — Ask a Supervisor


A reader writes:

I work in municipal authorities, and sometimes we get requests that we have to say “no” to. On this case, a constituent requested for a bus cease exterior of her constructing. This wouldn’t be unreasonable, besides there isn’t any bus route on the road in query. This sort of confusion occurs generally, so I rapidly (inside 10 minutes of receiving the preliminary electronic mail) responded with a word saying why a bus cease isn’t attainable and pointed them to the closest bus route. Their reply indicated that they felt my response was impolite and dismissive.

I’ve in all probability written higher responses to one of these query earlier than, however I’m curious if the velocity of my reply was a part of the difficulty. Whereas my reply wouldn’t have modified considerably, I ponder if ready 24 hours to reply would have made it appear to be we had at the least thought-about their request. This contrasts with offering excellent news, the place a fast response makes it appear to be we had been already on high of the difficulty and offering nice service.

Are there any finest practices round response occasions for unhealthy information vs. excellent news? Ought to I take advantage of my “schedule ship” button extra usually when dealing out unhealthy information?

Ooooh, attention-grabbing query!

I do assume there are occasions when a really fast response could make the recipient really feel such as you didn’t put any actual thought or effort into the response. I don’t know if this was considered one of them — it’s attainable that it was your electronic mail wording that got here throughout as brusque or dismissive, or that this individual is solely unreasonable — however I do assume it’s price serious about what alerts could be despatched by very fast responses in some conditions.

For instance, I can usually inform in 15 seconds that I’m not going to maneuver a job applicant ahead to an interview. But when I occur to be taking a look at purposes proper after they despatched theirs in, I’m not going to ship that rejection on the spot — as a result of a ton of individuals really feel stung in the event that they get a job rejection solely minutes after making use of. Whether or not or not that’s cheap isn’t the purpose; the purpose is that tons of individuals will really feel like, “Wow, I’m so horrible that it solely took you 5 minutes to reject me” or “You clearly didn’t even have a look at my software.” Folks may know in concept that preliminary resume screens are quick, however that form of timeline can nonetheless sting.

Equally, in the event you put a whole lot of time into fastidiously crafting an electronic mail to your boss requesting one thing and actually agonized over your wording and method, listening to “no” just some minutes later may really feel such as you acquired much less consideration than if a bit of extra time had handed.

To be clear, I’m positively not suggesting that you simply delay responses that would have any diploma of time-sensitivity! When somebody wants a fast reply or a challenge might be on maintain till you reply, synthetic delays could be counterproductive. However different occasions, the phantasm of “I gave this loads of consideration” is a social nicety that helps finesse some interactions.

I do assume you’re proper that these occasions usually tend to be once you’re delivering unhealthy information than good (folks don’t often complain about receiving excellent news too rapidly). And sure, the “schedule ship” button is admittedly useful right here — I take advantage of it liberally myself, and sometimes for precisely this motive.

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