When you’re following up with someone at work, do you use the phrase, “per my last email?” If you do, you may be unintentionally — or maybe intentionally — annoying the other person. This passive-aggressive statement can set someone off, make them feel called out or just generally irritate them.
What should you say instead? According to Dana P. Hundley, the co-founder of Career Cooperative, there are a few different approaches worth pursuing. We highlight her alternatives in this issue of PromoPro Daily.
1. Simply follow up. All you have to say is, “I’m following up on this [request/question/assignment].” This phrasing points someone back to the original request without the passive aggressive wording, Hundley says. Make the other person accountable by saying, “I need your input by [date/time].”
2. Restate your request. Redirecting your co-worker back to the original request may not feel like enough. In these cases, Hundley recommends reiterating your request in one or two sentences. Call attention to the most important point along with the deliverable you’re awaiting and the deadline. For example, you could say, “I’m following up on the design proofs. I need your edits by the end of the week to move forward. Please see below for more information.” Hundley says this can be a softer approach than saying, “Look at my last email.”
3. Ask a question. Another alternative is to pose a question as an opportunity to change tactics, timelines or expectations. It might sound like, “What do you think about the [project at hand?]” or “Can you get me [the deliverable] by [date/time]?”
4. Call instead of email. Sometimes, you can get the response faster and easier by calling the other person. Hundley says your colleague may be feeling the same way, which is why they have delayed responding. She suggests picking up the phone, especially if you’re pressed for time and need their reply ASAP. Say something like, “I’m so glad I caught you. Do you have a few minutes to talk about [the question at hand]? I’d love to figure out [the deliverable] and thought it might be easier over the phone.”
5. Stop by when possible. Visiting with someone face-to-face lets you read their body language and expressions. Plus, spontaneous ideas can arise during in-person discussions, Hundley says. Simply dropping by can also eliminate the back and forth trying to find the ideal time to meet.
The best way to avoid sending those “per my last email” messages is to set expectations in advance. Make sure the other person knows what you need and when you need it. Clarity and concision go a long way in workplace communication. But if you do need to follow up or you find yourself answering the same questions repeatedly, try one of the approaches above.
Compiled by Audrey Sellers
Source: Dana P. Hundley is the co-founder of Career Cooperative, an Oakland-based, boutique consulting firm that empowers clients to face career transitions and professional growth with confidence.
