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5 Better Ways to Follow Up Than "Per My Last Email"
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The way we follow up on email
In follow up emails, the phrase “Per my last email,” can be avoided, as it can sound a bit rude.
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The Direct Approach
Just point directly at the request, by circling, pointing or directing clearly to the original request.
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Restate the request
You can restate your original request, summarizing in one or two sentences.
If your original email was never read, this will be beneficial again.
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Ask a question
Simply and directly asking about the request, or a question related to the request can make the respondent look at your original request and do the required work before you get a reply.
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Talk on the phone
If you catch hold of the person you require follow up from, you can politely remind them about the email.
If necessary, pick up the phone and call to ask, just saying that you were about to type a follow-up email so thought of calling and asking first.
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Drop in and ask
This might sound a bit intrusive but it is an effective tactic to drop by their workstation/cabin and ask about the response or action.
Whether you call, drop by or talk in the lobby, do send an email to keep a record of the discussion.
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SIMILAR ARTICLES & IDEAS:
The Zen Master's Guide to Email Productivity | Process Street | Checklist, Workflow and SOP Software
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Key Ideas
Determine What The Sender Needs From You Asap
Ask yourself:
- What’s the meaning and the value of the message?
- What action does this message require of me?
Suggested Email Structure
- Greeting
- Pleasantry
- How you got their details, call back and reason for email
- Body Topic: Situation, Benefit, Call to Action
- Closing line
- Signature
Habits For Efficient Email Processing
- Do – If it’s actionable, execute the task and archive.
- Delegate – Forward it on.
- Defer – Decide to do it later (snooze it until a concrete time).
- Delete – If possible, do it to reduce your inbox.
- File – If necessary, tag it and set a reminder for later to process items in that tag.
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Find the Fun
To create meaning in your tasks, find out why you need to do them. Then find ways to make each task fun. Owning a task in this way is likely to improve your focus.
Organise Your Workstation
Too much clutter on your desk can be distracting.
Organise your desk. Retain only the items you need and keep them neatly arranged. Pack the rest away.
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Key Ideas
Ignore your inbox when you wake up
Responding to emails as soon as you receive a notification gives others the impression that you’re at their beck and call. It also prevents you from reflecting on your own priorities for...
Empty your inbox daily
- Do. If the email is actionable and takes under two minutes, then do the task ASAP.
- Delegate. Forward the right tasks to the right people.
- Defer. Reply to the message at a better time.
- Delete emails that are not important or that you can delegate.
- File. Add messages that contain information you will need to your archives.
Stop CC’ing everyone
To avoid filling the email box of staff members, only CC the relevant parties. Ask your team to respond to you individually instead of using the reply-to-all button.