Wk17-Delay All Email Responses
Email Timing
This week, let’s avoid a common pitfall many of us fall into without even realizing: the immediate response to every single email.
Habit of the week:
Wk17-Delay All Email Responses
This week, I want you to stop replying to emails the minute they hit your inbox. But, Cami, I want my clients to know I'm responsive! Is this your first thought? There is such a thing as being too available. There is one exception: your client's website is down, or there is an emergency due to a plugin outage.
Why it matters:
We want our clients to know we are there for them, but if you are constantly responding within minutes of getting an email, you are telling your clients to expect you to reply beyond quickly and instead instantly. This is a problematic expectation to continue to live up to. And one of your clients shouldn't want you to drop everything to answer emails.
Quick Start Guide:
- Set Email Times: Designate specific times for reading and responding to emails during your day. Depending on your workflow, this could be mid-morning, after lunch, or late afternoon. I have one scheduled three times every day of the week.
- Use Auto-Responders: Set up an auto-responder that informs senders of your email checking times, reassuring them that their message will be addressed promptly within those hours. I do this on weekends. I'm not going to respond to regular requests at all.
- Prioritize Urgently: Only deviate from this schedule for true emergencies, like a client's website going down.
Cami's Tips
- Schedule Your Replies: Tools like MixMax or Boomerang can be incredibly helpful. Write your reply whenever you want, but schedule it to be sent during your designated email times. This helps manage client expectations while keeping your inbox under control.
- Communicate Your Schedule: Be transparent with your clients about your communication style. Let them know that this method helps you manage your workload more efficiently, which benefits their projects. I use my email signature to let clients know I may only read emails sent after 11 am on Friday on Monday morning.
- Evaluate Your Availability: Regularly assess if your scheduled email times are working or need adjustment based on your work demands and client needs. In other words, don't let you email box overflow!
Routine Checkpoint:
Remember, you deserved more balance in your workday.
After a week of implementing this new email habit, reflect on your stress levels and productivity changes.
What's Your Take?
Have you tried delaying your email responses before? What impact has it had on your daily routine and client relationships? Please share your stories and insights using #HabitsWP and join our community discussion!
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about the author
Cami MacNamara is a web designer and owner of WebCami LLC, a Seattle-based agency since 2002. She created Web Designer Habits to help solopreneurs build smarter systems, stay productive, and run a business that works for them.