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What are some effective ways to communicate with people who are not responsive to emails or phone calls?

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As an administrative assistant, you may have to deal with people who are not responsive to your emails or phone calls. This can be frustrating and time-consuming, especially if you need to get important information or tasks done. How can you communicate more effectively with these people and avoid unnecessary delays or misunderstandings? Here are some tips to help you.

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Waleed Warsi

Manager Human Capital - Training & OD @ Yunus Textile Mills | PGD HR - IBA
Sheikh Abdul Samad

Visio Specialist / Draughtsman / AE at K-Electric Limited. NTC certified

1 Identify the best channel

Different people may prefer different modes of communication, such as email, phone, text, chat, or video call. Some may be more responsive to one channel than another, depending on their availability, personality, or work style. Try to find out what channel works best for each person you need to communicate with, and use it as your primary method. You can also ask them directly how they like to be contacted, and respect their preferences.

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Waleed Warsi

Manager Human Capital - Training & OD @ Yunus Textile Mills | PGD HR - IBA
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When emails and calls go unanswered, diversify communication channels—try text messages, social media, or voicemails. Craft clear, concise follow-up emails, use urgent subject lines, and offer alternative communication times. Seek assistance from mutual contacts or propose brief face-to-face or virtual meetings. Be adaptable, persistent, and respectful, adjusting your approach based on the recipient's preferences.

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Sheikh Abdul Samad

Visio Specialist / Draughtsman / AE at K-Electric Limited. NTC certified
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Avoid negativity or blame, even if you're feeling frustrated. Some people simply take longer to respond. Give them a reasonable amount of time before escalating. Keep copies of your emails, call logs, or text messages, just in case. If repeated attempts fail, acknowledge that you can't force a response and move on when necessary.

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Raymond Marlborough
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I think identifying the best channel is key. If a person is often travelling then text and chat may be more effective than email. Other considerations can be communication styles, working patterns and also age, older workers may prefer email and phone calls to instant messaging solutions. In a previous role for example where I was working with surgeons, messages and emails were often responded to in bursts when they were in the break room between operations.

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Mahva J.

Administrative Assistant
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I stop by their office and speak to them in person. If the person works remotely and things haven't moved along, I will speak with their manager or a teammate to get more information about their communication style. You can do this without stating that there's an issue. I will go into more detail, if this person is preventing me from meeting my own deadlines and expectations.

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Gaurav Saraswat

Marketing & Operations Manager | Kairali Ayurvedic Group | Ex Sheela Foam Limited
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Explore sending a physical letter or a formal written communication. If there's a mutual contact, ask for their assistance in getting a response. Utilize project management tools for collaboration, and, if appropriate, leverage the services of professional follow-up tools to automate reminders.

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2 Use clear and concise messages

When you send an email or a phone message, make sure you use clear and concise language, and include a specific and relevant subject line or greeting, a brief introduction of yourself and the purpose of your message, a clear and polite request or question with any relevant details or deadlines, a call to action or a next step such as asking for a reply, confirmation, or meeting, and sign-off with your name and contact information. To avoid confusion, use specific dates and times instead of vague terms like “soon”, “later”, or “asap”. Additionally, keep your messages short and simple by using bullet points or numbered lists. Avoid sending long or complex messages that may overwhelm the recipient.

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Allan Wilson

Associate Contractor and Independent Professional
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Some people are just not that well connected or immediately responsive. Older people especially who rely on low-tech methods of communication such as in-person meetings and lettermail. Courier services are reliable and door-knocking may be an effective way to initiate communication. Advantages of using mail are the ability to transmit original documents. Take advantage of this by using original signatures and a complete information package including different media, or gifts such as objects of small value and giveaways. It may also be possible to solicit a response that leads to another mode of communication. A returned contact form including social media info would serve this purpose, or the telephone number of a family member or neighbor.

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3 Follow up and confirm

If you don't get a response within a reasonable time frame, you may need to follow up with the other person. You can send a gentle reminder or a follow-up email or phone call, and ask if they have received your previous message, and if they have any questions or concerns. You can also restate your request or question, and emphasize the urgency or importance of the matter. However, don't be too pushy or aggressive, as this may annoy or offend the other person. Instead, be polite and respectful, and show empathy and understanding.

When you do get a response, make sure you confirm it and acknowledge it. You can thank the other person for their reply, and restate the main points or agreements of your communication. You can also ask for feedback or clarification if needed, and confirm the next steps or actions. This will help you avoid any misunderstandings or miscommunications, and show that you value the other person's time and input.

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4 Use alternative methods

Sometimes, due to technical issues, busy schedules, or other reasons, you may not be able to communicate with the other person through your preferred or primary channel. In that case, alternative methods such as sending a text message or a chat message instead of an email or a phone call, leaving a voice message or a video message instead of a live call, using a different email address or phone number if the original one is not working, sending a physical letter or a fax if the online methods are not available, or asking a mutual contact or a third party to relay your message can be used. However, before you use any alternative methods, make sure you have the other person's consent and permission and that you respect their privacy and boundaries. Don't spam them with multiple messages or calls, nor use methods that are inappropriate or intrusive. Additionally, don't use alternative methods as a substitute for your primary channel, but as a supplement or backup.

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5 Be flexible and patient

Finally, you need to be flexible and patient when you communicate with people who are not responsive to your emails or phone calls. You need to understand that they may have different priorities, workloads, or challenges than you, and that they may not be able to reply or call back immediately. You also need to adapt to their communication style and preferences, and be willing to compromise or negotiate if needed. Don't take their lack of response personally, or assume that they are ignoring or avoiding you. Instead, give them the benefit of the doubt, and try to maintain a positive and professional relationship.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Gaurav Saraswat

Marketing & Operations Manager | Kairali Ayurvedic Group | Ex Sheela Foam Limited
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Consider sending a follow-up email with a clear and concise subject line. If applicable, try reaching out through professional networking platforms like LinkedIn. Additionally, if feasible, explore in-person communication through meetings or events.

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What are some effective ways to communicate with people who are not responsive to emails or phone calls?

1

2

3

4

5

6

1 Identify the best channel

2 Use clear and concise messages

3 Follow up and confirm

4 Use alternative methods

5 Be flexible and patient

6 Here’s what else to consider

Administrative Assistance

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What are some effective ways to communicate with people who are not responsive to emails or phone calls?

1

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3

4

5

6

1 Identify the best channel

2 Use clear and concise messages

3 Follow up and confirm

4 Use alternative methods

5 Be flexible and patient

6 Here’s what else to consider

Administrative Assistance

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