Following Up: Email & Chat for Software Professionals
Following up is crucial in software development. It ensures tasks are progressing, clarifies ambiguities, and maintains momentum. Here's how to do it effectively via email and chat, with examples.
I. Understanding When to Follow Up
- No Response: After a reasonable timeframe (see below).
- Unclear Response: When the answer doesn't fully address your question or requires further clarification.
- Pending Action: To check on the status of a task you've requested someone to do.
- Deadlines Approaching: A gentle reminder as a deadline nears.
- Blocked Progress: When you're waiting on something to continue your work.
Reasonable Timeframes:
- Urgent (Blocking): Within 1-2 hours (chat preferred)
- High Priority: Within 1 business day (email or chat)
- Normal Priority: Within 2-3 business days (email)
- Low Priority: Within a week (email)
II. Email Follow-Ups
Key Principles:
- Keep it concise: Respect their time.
- Reference the original communication: Helps them quickly recall the context.
- Be polite and professional: Even if frustrated.
- Clearly state your request/question: Don't make them guess.
- Offer assistance (if appropriate): "Let me know if I can help in any way."
Templates:
A. Gentle Reminder (No Response):
Subject: Following Up: [Original Subject]
Hi [Name],
Just wanted to gently follow up on my previous email regarding [briefly state topic].
Please let me know if you've had a chance to look into this.
Thanks,
[Your Name]
B. Clarification Needed:
Subject: Re: [Original Subject] - Clarification Request
Hi [Name],
Thanks for your response. I was hoping you could clarify [specific point needing clarification].
Specifically, I'm wondering about [detailed question].
Let me know if that makes sense.
Thanks,
[Your Name]
C. Checking on Progress (Pending Action):
Subject: Checking In: [Original Subject] - [Task Description]
Hi [Name],
Just checking in on the progress of [task description]. Is there anything I can do to help move this forward?
Please let me know if you anticipate any roadblocks.
Thanks,
[Your Name]
D. Deadline Reminder:
Subject: Reminder: [Project/Task] Deadline Approaching
Hi [Name],
Just a friendly reminder that the deadline for [project/task] is [date].
Please let me know if you foresee any issues meeting the deadline.
Thanks,
[Your Name]
III. Chat Follow-Ups (Slack, Teams, etc.)
Key Principles:
- More informal, but still professional.
- Direct and to the point.
- Use threads to keep conversations organized.
- Consider the recipient's status (available/away).
- Avoid lengthy explanations – link to documentation or emails if needed.
Examples:
A. Quick Check-In (Blocking):
@Name - Just checking if you've had a chance to look at the build failure. I'm blocked on this to continue with testing. Thanks!
B. Following Up on a Question:
@Name - Just circling back on my question about the API endpoint. Need to confirm the expected response format.
C. Progress Update Request:
@Name - Any updates on the database migration? Just trying to get a sense of timing.
D. Gentle Nudge (after a reasonable time):
@Name - Following up on my message from earlier regarding [topic]. No worries if you're busy, just wanted to make sure it didn't get lost.
IV. Things to Avoid
- Aggressive or accusatory language: "Why haven't you..."
- Excessive follow-ups: Don't bombard someone.
- Following up on something immediately after sending the initial request.
- Ignoring "Out of Office" replies.
- Using "urgent" unnecessarily. Devalues the term.
- Asking for updates without providing context.
V. Pro Tip: Use Tracking Tools
Consider using project management tools (Jira, Asana, Trello) to track tasks and automatically send reminders. This can reduce the need for manual follow-ups. Also, many email clients have "snooze" features to remind you to follow up later.