Overwhelmed with ‘urgent’ emails? 4 ways to take back your time
CEOs, CFOs and departmental managers all get used to fielding “urgent” email and text message requests.
If you’re like most finance pros, your inbox is at its fullest on Mondays with flagged and exclamation-marked messages needing your attention. (And the folks who are really desperate to jump the queue text you for an answer instead!)
Question: Just how urgent are these requests for your input? In many, even most cases, not very. Some folks will ask you to drop whatever project or task you’re working on to address their priority.
How do you respond tactfully and manage others’ expectations, without stopping what you’re working on? Here are a few strategies to consider:
1. Just ‘how’ urgent?
Reply back: “When is action needed?” Urgent doesn’t always mean immediate.
The sender may simply be anxious about a problem or project. He or she may also figure you’ll drop everything and handle the request now if it has the word urgent or an exclamation point in the message.
2. Give the person a timeline
The sender may only need a plan of action, not a resolution, right away.
Write back something like: “I can take a look at this before noon tomorrow and get back to you. Will that work?”
Bonus: This tactic may persuade the person to seek help elsewhere, of if possible, figure out the answer on his or her own.
3. Get more feedback
The sender’s request may require that you postpone some initiatives that you’re both working on together. Sometimes if may be your boss or even board members who do this.
So ask him or her how the work should be prioritized. A critical project you’re working on may have to wait as a result, and that needs to be communicated.
4. Send the request down the chain
Keep an eye out for patterns to so-called urgent requests. Are they typically about the same issue? Do they come from the same person or department?
A senior staffer or assistant may be capable of handling messages for you when you’re busy, or on a more frequent basis if that works.
- Share on
Free Training & Resources
White Papers
Provided by UJET
Further Reading
Wish your employees would get more done? Faster? And better? Then you might want to stop bugging them about getting more done. Faster. A...
When you break down your labor costs, it’s probably employee base pay that eats up the most money. Yet it’s an expense you can&...
It’s the thought that counts, right? Doesn’t seem like too much thought was put into these real-life holiday gifts employers gave their...
Nobody really wants to dock an employee’s pay. But sometimes, it’s the only step you can take for the sake of your company̵...
How managers and supervisors handle their employees’ mistakes has a big effect on trust, morale and productivity. When leaders handle...
Managing finance professionals is a continual improvement process. You want them to master a skill, grasp new knowledge or achieve a hig...
