Being first may not be making the positive impact you want.
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Being first to respond to group messages may not make the impression you think you are making. While you may be showing that you are responsive and engaged, you could also come across as wanting to respond quickly to check a task off your list or that you have little else to do but wait to respond to an incoming request.
Consistently responding first to group emails may even annoy people and make people think of you as “the colleague who always responds first” and not associate you with the important work you are doing. Your actions influence how people perceive you and the impact you have.
Being first is not always a good thing. While responding first to a group email may give you visibility, it may come at a reputational cost. The next time you receive a group email, here are three steps to consider instead:
1. Think about the query.
Resist the urge to start typing a response immediately after reading the email. After you read the question and background information, think about it. Take your hands off the keyboard. Get out of your chair. Leave the room. Go outside.
Not all emails require deep thought, and the time you dedicate to thinking does not always yield better thoughts. But how many instances have you wished you had taken some more time to think or respond more thoughtfully or carefully? Did you make a typo or use a word with an unintended meaning? In many cases, it does not hurt to pause.
If you respond immediately to group messages because you worry you might forget to respond, set a reminder on your phone or with your email server or by writing it down on your to-do list.
2. Digest your colleagues’ responses.
Read the responses of your colleagues. Do their perspectives confirm or challenge your initial thoughts?
The constant need to respond first can come across as you wanting to only hear yourself talk. Successful professionals have the discipline and openness to listen to others.
You don’t have to be the last person to respond and shouldn’t (always) try to be. Just don’t feel like you have to quickly respond to be first. Balance your response time with the thought that is required to add value and the level of urgency of the inquiry or request.
3. Reply with your thoughts, acknowledging the other perspectives.
After you have thought about the inquiry and read some of your colleagues’ responses, then respond to the group email. This will ensure your response is thoughtful.
Your response does not have to be perfect. You may not know the answer. But taking time to think and listen to your teammates before providing a response will allow your communication to be more intentional and polished. This is the type of impact or impression you want to have on coworkers.
Consistently responding first to group messages will make an impact, but it may not be the type of impact that will help you advance your career. Think, listen and then share your thoughts. Demonstrate that you are thoughtful, inclusive and strategic.
How do you respond to group messages? Share with me your stories and thoughts via Twitter or LinkedIn.
