The way you respond to someone can affect how people view you.Knowing how and when to respond is something you can learn to do better.If you are talking to someone in person, paying attention to them and allowing them to express their thoughts before you give a considered response is key.There are some rules that need to be followed in a text message conversation.The email is a more formal form of communication that you need to follow in order to convey information effectively and respond appropriately.
Step 1: When you are texting, use casual language.
Emails, letters, and even in-person conversations can take on a more formal structure.Because of the short, limited nature of text messaging, using more relaxed language is appropriate.You can use "U" instead of "you" to save space, type a message quicker, and convey a relaxed tone.In text messaging, the rules of punctuation are often less strict.Adhering to a certain usage can make a conversation feel formal.If the other person is using informal language, you should make them feel comfortable.
Step 2: To expand a conversation, ask open-ended questions.
If you want to keep the text conversation going, you should ask open-ended questions.Asking questions that don't prompt a response can cause a conversation to fall apart.If you want more insight into what a person is thinking about a subject, try texting them something like, "I agree with you."
Step 3: Send long or one-word replies.
Text messages should be relatively brief, but short or abrupt responses can convey a sense that you are angry or upset with the other person.If you receive a message from another person, give them a response that is at least a sentence or two long.It is acceptable to respond with "OK" if it makes sense.The reply can be terse and rude.
Step 4: Punctuation and emoticons are used to convey a tone.
The impersonal nature of text messaging makes it possible for people to read a tone or an emotion through the short language.If your message feels ambiguous, you can clearly convey your meaning by including punctuation and emoticons.You could say, "Got it, thanks."The message doesn't feel like you're being short with the other person.A hard period can make you feel frustrated.It can sound more relaxed to say, "No, it doesn't."It does not.
Step 5: You should review the message before you send it.
Take a second to look over your message.Make sure you use the right tone and check for typos.You can't take it back after you send a message.It is a good idea to take a quick look.
Step 6: Don't send more than one message at a time.
A series of text messages can annoy someone.Send a response message that contains everything you want to say.You can add another message if you need to clarify something.If someone doesn't reply to 2 messages in a row, they may not want to talk to you.Give them time to reply.
Step 7: If the conversation gets too involved for text, ask for a call.
Text messages should be short and to the point.If the text conversation becomes too much for you to adequately express your thoughts, ask the person if they can give you a call so you can elaborate or fully discuss the matter.It would be easier to explain this with a call.When you get a chance, can you give me a shout?
Step 8: When someone is speaking to you, listen closely.
When someone is talking to you, make eye contact with them and pay attention to what they are telling you.It shows them that you understand what they are saying.The speaker should be the focus of your attention.If you have trouble hearing, ask the person if you can move to a quieter area.
Step 9: Pay attention to what the person is saying.
Body language can be similar to a person's words.When someone is talking to you, look at their body language to see how you should respond.If someone keeps shifting their feet, they may be nervous or scared.You may want to ask if they are okay.Listen to how they say something.They may be upset or angry if their voice is loud or aggressive.When you respond to the situation, you may need to take a different approach.
Step 10: Don't plan your response while someone is talking.
They may get upset if you get so excited or eager to respond before someone has finished speaking.Wait until they finish speaking and you have heard everything they have to say.It is rude to interrupt someone speaking.
Step 11: Wait until they finish talking.
Allow someone to finish their thought before you respond.You can give a considered and informed response if you have all of the facts and information.Some people will add more information after they finish their thought.They can say something like, "Oh wait, I forgot to say anything."
Step 12: You can say it with confidence if you think about your response.
Take a moment to consider all of the information that was given to you.The person could see that you weren't really listening to what they were saying if you gave a response that was ill-informed.You give an intelligent response if you take a moment to think about it.
Step 13: If you need clarification, ask the questions.
Try to understand what someone is saying if you can't hear it.You can give them a real response if you ask them what they mean.If you want to allow someone to explain what they mean before you reply, ask an open-ended question like, "What do you mean by that?"
Step 14: When you respond, speak directly and clearly.
Speak clearly and confidently after you have thought about what you want to say.To sound smarter or clever, don't use vague or conflicting language.People like genuine responses that show them you care and that you understand them.You don't have to repeat yourself if they pay attention to you.If someone else wants to speak, let them speak as well.Allow the person to respond to what you have said.Don't end the conversation because you've had a chance to speak.
Step 15: You should be prepared for someone to disagree with you.
It is possible that someone will disagree with what you have to say.That is okay!If someone tries to insult you for what you have to say, be prepared.Don't lose your temper if someone tries to provoke you.Allow someone to state their opinions.Don't try to get them to accept your views.
Step 16: Within 48 hours, reply to an email.
It is important that you reply to an email in a timely manner.You don't have to reply immediately, but you should reply within 2 days.If the email wasn't related to you, reply to the sender so they know you're not the right person.
Step 17: Salutations are used in an email response.
Emails are more formal than phone calls.The email should start on the right foot if you start it with a "Hello" or "Hi" before the person's name.If the person asks you to call them by their name, or if they prefer a certain greeting, then do it.If they prefer a shortened version of their name, like "Bob" instead of "Robert", then use that nickname.
Step 18: Don't use exclamation points too much.
Good spelling and punctuation are required for your email response.The exclamation point can make you seem excited.Unless it is appropriate, don't use them.If you use an exclamation point too much, it will lose its effect.
Step 19: It's a good idea to avoid wacky fonts when using email.
It's a good idea to keep your email in a classic style.When you send an email, don't use multi-color fonts or Comic Sans.Arial or Times New Roman is a good choice for a 10 or 12 point type.
Step 20: If you copy someone in your response, pay attention.
It is possible to copy another person on a response so you can include them in a discussion.It can upset or anger the person you are replying to if you copy a supervisor or co-worker.If you need to include someone else in the email chain, you can use the option to blind copy.
Step 21: On a group email, decide who you want to reply to.
If the appropriate response is to reply to everyone in the group message, you can choose toReply All.If you need to explain a topic to a single person, respond directly to that person.Pick the people you need to respond to if there is a large group of people included in the email.
Step 22: It is not advisable to send an email to say thanks.
Short emails don't add to a conversation.Sending an email saying "Thanks" is not necessary unless the sender asks you to confirm that you have received the email.
Step 23: Before you send an email, confirm it with the recipient.
A spelling mistake can make your email look bad.Take a moment to read over your response.Make sure you are sending it to the correct person.Don't rely on spell-checker to catch everything.If you can't hear how it sounds, try reading your email out loud.Accidentally sending an email to the wrong person can happen when email programs autofill email addresses as you type in the recipient bar.