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Communication etiquette refers to the set of rules and conventions that govern how people interact and communicate with each other in various social and professional settings. It encompasses both verbal and non-verbal communication and includes aspects such as politeness, respect, clarity, and consideration for others.
Why it’s beneficial to respond, even when you’re busy:
Professionalism: It demonstrates respect for the person trying to reach you.
Even a quick acknowledgment shows you value their time.
Managing expectations: Letting someone know you’re busy prevents them from
wondering if their message was received or whether you’re ignoring them.
Builds relationships: Responding fosters goodwill and maintains open
communication channels, especially in customer service or work settings.
How to respond based on your availability:
1. Confirming Receipt
• Scenario: You see the message/missed call but can’t address it fully at that moment.
• Example Responses:
o “Thanks for your message; I’ll get back to you shortly.”
o “Got your call; I’ll follow up as soon as possible.”
2. Indicating You’re Busy
• Scenario: You genuinely cannot respond meaningfully in the near future.
• Example Responses:
o “I’m currently unavailable, but I’ll address this as soon shortly possible.”
o “I’m tied up at the moment. Can I get back to you later today/tomorrow?”
o “In a meeting right now, will respond later. Is this urgent?” (If you can check for urgent matters occasionally)
Additional Tips:
• Set expectations: If possible, provide a general timeframe for when you’ll be able to respond more fully (“later today”, “tomorrow morning”).
• Utilise auto-replies: For out-of-office hours or extended absences, consider auto-replies on email or voicemail to inform people you’ll respond later.
• Prioritise: If possible, quickly scan messages to see if something is urgent and requires an immediate exception to your “busy” rule.
Image: Freepik
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