It’s scary how much email I get at work. Despite Slack’s best efforts, much of the business world still “runs on email.” In 2019, the inboxes in my life are brimming with messages from new leads, existing clients, potential vendors, folks trying to network or ask for advice, and lots of transactional bullshit: newsletters, password resets, and spam. I’m sure your inboxes feel just as overwhelming. So it’s no surprise that folks (me included) sometimes get behind on responding to their email.
But today, I’m writing about a particularly pernicious form of email non-response and how to stop it: professional ghosting. The mid-2000s millennialism “ghosting” refers to abruptly and intentionally cutting off contact with someone you’re dating without warning or justification. You stop responding to their flirty texts and date asks and don’t tell them why. In fact, you don’t tell them anything. You’re a ghost. The word gained popularity in 2015 along with the rise of Tinder and a bevy of other dating apps where “leaving people on read” has become commonplace. Professional ghosting is basically the same thing…except it’s at work, so there might be money involved.
Imagine this: you’re in an email back-and-forth with a client who has hired you to design a new website for them. After they’ve paid a deposit and you’ve started the project, you have a question about how big the logo should be. You dash off a quick email to the client to ask them. And you wait. Maybe you figure it will take them a business day or so to respond. But then you hear nothing for days. Days turn into weeks. Radio silence. You’ve been (un)professionally ghosted.
Why does this happen? It’s not always just that folks are busy. It’s often a more specific kind of anxiety and friction that causes this particular supernatural phenomenon. Maybe something in your email raised follow up questions, maybe more stakeholders behind the scenes need to be consulted, or maybe it felt like things were getting more expensive or more complicated, even if you didn’t directly say so. Professional ghosting happens when the ghoster can’t immediately respond because they’re missing something and scared to admit it for fear of looking unprepared or under-resourced. And then it’s too late, new emails are already pouring in and yours has lost priority.
While this trend of ghosting in work contexts isn’t new, it does seem like it’s on the rise. Both anecdotally in my work and industry-wide, more employees and companies are noticing ghosting behavior from their colleagues, bosses, and reports. How can we fix it? Let’s fire up our proton packs and figure it out. I ain’t afraid of no ghosts.
Advice for the Ghosted ☠️
Here are a few things I’ve done while being ghosted at work that have helped me bring back some dead threads.
Follow up. I know it might feel like you’re nagging someone to email twice in a row. But if you’re in a professional relationship, and you’ve been interacting with someone who’s vanished, they’d likely appreciate a friendly follow-up after a few days. I’ve resurrected more deals than I can count with one well-timed follow up. Use a CRM system or an app like Boomerang for Gmail to automate this.
Make responding easy. Bold the questions in your email and keep them as easy to respond to as possible. Discuss complex or sensitive matters by phone or video chat. Your goal should be that your email is the first one your recipient opens, because it’s got a great subject line and they know exactly what you want and how to give it to you. Use self-service calendaring tools like Calendly to avoid being ghosted in the midst of a long scheduling volley.
Track opens. This is controversial from a privacy perspective. But on crucial business communications like bills or contracts, I think it’s appropriate to have view tracking in place. If you know your client is seeing and opening your invoices, it can give you peace of mind that they’ll pay them on time. And if they don’t, you can let them know they don’t have a good excuse to be late, because you see that the invoice was opened the day after they received it. 👀
Advice for Ghosts 👻
If you ghost on the job, these tips might help you get a little better control of your inbox…and your humanity.
It’s never too late. Looking at your flagged emails you realize that your skin is turning a pearly, translucent shade of white. You see a list of nice people you’ve ghosted with accompanying timestamps, some of which are months ago at this point. Take a deep breath. It’s not too late to respond to these messages. You’ve got this. Wish them a happy new year and throw in a “sorry for the delayed response” like the professional, living, breathing adult human that you definitely still are.
Ignorance is bliss. It’s okay to say “I don’t know.” In fact, it’s liberating. If one of the reasons you’re ghosting a colleague or business partner right now is that you’re just not sure about something in their email, start there. “I’m not sure how to answer this. Do you mind if we schedule a 15-minute call on Monday and figure it out together? Here’s my availability.” Sometimes that admission of uncertainty all it takes to bring that thread back from the ether.
Set realistic expectations. If you know you’re prone to ghosting, don’t use an email client that lets you snooze emails; it makes it too easy to delay indefinitely. If your Fridays are always filled with meetings, don’t tell someone you’ll get them something by “end of week.” Your time and attention are valuable just like your correspondent’s, and as long as you let people know when you can realistically respond and (mostly) stick to it, it’ll be fine.
I wrote this blog post for myself as much as for anyone else. If you’re ever waiting for a message from me, feel free to link to this piece in your polite follow up. I swear I won’t mind. None of us are perfect at this stuff. We’re all human, even if we sometimes ghost our coworkers. ✌️