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Different forms of completing a communication circle
In face-to-face communications, there are three ways to complete the communication circle:
- Inquiry: You ask a question.
- Responding with an answer.
- Acknowledgement by saying 'thank you' or by nodding your head.
We do something similar with texting. Someone sends a text, the other person responds and then the first sender responds with a reaction button or by sending an emoji.
But emails can go back-and-forth for fear of seeming rude or unresponsive.
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Know when the communication circle is closed
There is no need to keep an email thread going on and on. It's about completing the communication circle.
- When someone answers your question, you can respond by thanking them. But nothing further is required.
- You can stop responding if the person doesn't need to be thanked.
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Consider the specifics of the exchange
The need for further responses depends on the situation and your audience.
- When someone emails about moving the time of a meeting, they need confirmation that you received and read the email.
- Cultural differences might inform when you stop responding.
- Power differences. The CEO may end the email circle quickly, while the clerk may take longer.
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Using the reply-all button
If you're included in an email thread with many other recipients, you don't need to reply to everyone. You can only respond to the sender unless the group needs to know your response. It is reasonable to have a sidebar conversation with only those who need to be included.
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Spending a large amount of time with someone literally causes you to pick up their habits. Choose your friends wisely.
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