With technology bringing us all closer than ever, it is natural of us to expect to respond quickly as well as receive quick responses to messages. However, several factors like network issues and hectic schedules may result in us losing track of our work emails, because of which a speedy response is not possible. And that is okay.

Following healthy email ethics does not mean you have to drop all your work and respond to every work email you get. In fact, it is better to wait a while if you’re busy and then write back instead of sending a hasty reply. 

So how do you prioritize your emails and decide how quickly to respond? Keep reading to find out.

When to Respond Promptly

Now, having said that, you should prioritize your work and schedules first; however, there are some instances where you might have to respond to a work email urgently. This could be the case:

1. If the Mail Says So

It’s kind of an unspoken workplace rule that emails with subject lines along the lines of “Please respond urgently” or “Reply ASAP” are definitely not to be ignored. So if you’re the sender of such an email, ensure that the subject line conveys the urgency.

2. If it’s About an Urgent Issue 

Even if the subject line does not warrant an immediate response, check if the email concerns a matter that requires your urgent attention. You don’t want to be too late before something unnecessary happens because of a late reply.

3. If it’s From Someone Important

If the email is sent by someone important, it’s best to respond as quickly as possible.

When to Wait for a Day Before Responding

1. If the Time is Not Appropriate

It’s best to respond to work emails during working hours unless it’s an urgent matter. This will help you, as well as the sender, maintain their work-life balance.

2. You Need Time to Process a Response 

Since you cannot delete an email sent to someone, you must ensure that the contents of your response are thorough and accurate. If you’re not in the headspace to draft a proper email, it’s better to let it wait.

When You Can Wait Longer

1. If it Requires More than a Response

Is it an email that does not demand urgency but needs you to sit down and think before responding? Then it can wait.

2. It will Leave a Better Impression

If your response to an email is meant to leave a good impression on someone, it’s best to let it simmer so you can put in your best charms.

3. If You’re Not Available

This is crucial. If you’re occupied with something else, or even if it’s a personal reason, you can let your response to a work email wait. It’s essential to maintain a balance between work and life.

Conclusion

Following good email ethics is great. But some things need to be prioritized over work emails. This will only help you become more efficient and productive while also maintaining your mental health.