Our recent research into innovation and problem solving in partnership with the University of North Colorado suggests that what’s stopping them is probably fear or a lack of knowledge about how to proceed. Let’s examine the two main causes of reluctance and what can be done to overcome them.
Even if your company has the most approachable leaders its employees have ever worked for, there’s a good chance that a manager has in the past put down a good idea or even retaliated against them for speaking up. Tragically, many of these memories date back to a long time ago. It will take more than having knowledgeable leaders who ask insightful questions to liberate employees’ best ideas from the prison of safety; it’s also crucial to assist workers in overcoming their FOSU (fear of speaking up) scar tissue.
Include as much visible anonymity in the process as you can if you sense that team members are hesitant to speak up or be honest. Everyone on the team is aware that other team members are contributing, but they are unaware of who said what due to visible anonymity. This method makes contributing feel natural without the dangers of bringing up a potentially unpopular idea or expressing a more serious concern.
The fear forage is one of our favorite techniques. While escorting an executive away from the office, we learned how to easily create visible anonymity. The group of accomplished senior leaders was thinking about a strategic initiative that would demand a massive increase in coordination between departments full of individuals who were geographically dispersed, rarely collaborated, and had competing goals.
We were working through an “Own the U. G. L. Y. strategic conversation exercise, but we suspected that we weren’t getting to the core of the problem. We were concerned that their carefully crafted plans wouldn’t stand a chance if they didn’t acknowledge and discuss the fact that the polite conversation was ineffective.
Let’s Grow Leaders was founded by Karin Hurt and David Dye, who are also the authors of “Winning Well: A Manager’s Guide to Getting Results Without Losing Your Soul” (AMACOM, 2016) and “Courageous Cultures: How to Build Teams of Micro-Innovators, Problem Solvers, and Customer Advocates” (Harper Collins, summer 2020).
- Reflect on the situation. An important first step is to reflect on the situation. …
- Identify your goal. …
- Create an email template. …
- Be polite and kind.
- Thank them when they respond. …
- Try calling them. …
- Consider asking someone else. …
- Use an intriguing subject line.
How to request information when someone is reluctant to share
Here are six ways to ask for information from someone who is reticent to divulge it:
1. Reflect on the situation
An important first step is to reflect on the situation. Examine what information you need, from whom, and by when you need it. You might also consider their reasons for being hesitant to share information with you and your previous interactions. Try to be patient and sympathetic when asking for the information as there may be numerous reasons why they haven’t responded.
2. Identify your goal
Determine the purpose of your email before you send it. Ask yourself what you want to achieve from your request. This can assist you in producing an understandable and concise email. You might request a variety of resources, including money, counsel, details about a project, or volunteers. Before you write the email, think about writing down your objectives to help you decide what you need and how to ask for it.
3. Create an email template
After youve identified your goals, create an email template. Using an email template can speed up the process of writing a short message. This is especially useful if you frequently find yourself sending information requests.
Create a straightforward, polite template that is general enough to be used for the majority of information requests. Every time you use your template, you might need to make a small adjustment to make it fit what you want to say.
4. Be polite and kind
When writing your email, try to be polite and kind. Being courteous can come across as friendly, which may encourage the other person to respond to you. Saying “please” and “thank you” demonstrates your politeness and kindness. You could also try to change your tone to sound more optimistic. To do this, try praising their efforts or expressing your gratitude for their time and effort.
5. Thank them when they respond
Make sure to thank them after you get their response. This reinforces that you appreciate them for answering. They may respond more quickly the following time you ask for information if they are aware of how much you value their willingness to do so.
After they respond to your email, try to send a quick thank you note. Additionally, if you say “thank you,” they may remember you and respond to you the next time.
6. Try calling them
When requesting information, you can always try out different approaches if you feel like you’re emailing someone too frequently. For instance, you could try calling them if you have their phone number. Making a call can help someone hear your voice and possibly remember who you are. Remember to identify yourself, the company you work for, and the reason you are calling them when you call. Be as concise and clear as possible so they can understand what information you require.
Why is it important to request information when someone is reluctant to share?
An individual may be reluctant to share their information for a variety of reasons, such as managing a busy schedule. However, if this occurs, you can politely introduce yourself and give specifics about the kind of information you’re looking for. They may feel more at ease responding and giving you this information as a result.
Tips for requesting information
Here are some pointers for asking someone for information when they are hesitant to do so:
Consider asking someone else
If the person you are attempting to reach has not responded, you might want to try another person. See if you can find out what you need from your coworkers or colleagues, or if they know anyone who can help. You could also seek assistance from your supervisor in locating the information or in getting in touch with those who have it. They might be able to connect you with someone from the business or from a different organization.
Use an intriguing subject line
Try using an intriguing subject line when writing your email. A compelling subject may improve the likelihood that the recipient will respond. If your email has a compelling subject line, the recipient may feel pressured to read the entire message.
You could describe the email as time-sensitive in order to accomplish this. For example, try saying, “Time-sensitive: marketing plan. Another intriguing subject line would be to give a preview of the message’s content, like, “Marketing plan’s next steps.” “.
Make it short and simple
Making your message brief and straightforward could encourage the recipient to read the entire email and clear up any confusion. A clear message that gets to the point of the email more quickly is crucial for comprehension. Additionally, try to ask within the first sentence or two.
Prove your credibility
The recipient may be more receptive to your message if you establish your credibility. Introduce yourself, the business you work for, and your position at the beginning of the email. Including that information may help you get a quicker response because they might not respond if they don’t know who you are, which could be a potential reason. Even if they don’t know your name, they might know your business, which also increases your credibility.
Proofread before sending
Consider editing your email before sending your message. This could assist you in identifying errors in grammar, punctuation, or spelling that would make your email appear more polished. It might also help you ensure your message is clear. Additionally, try reading it aloud to yourself to ensure clarity.
Example emails
These sample emails can be used as a guide when writing your own:
Email example
An email you might send to someone to ask for information looks like this:
Dear Marissa,
Hello, this is Ishaan Patel. I am the project manager for One United Insurance Co. and a week ago, I sent you an email asking for details on your team’s marketing strategy. My coworker told me to get in touch with you to get this information. I would appreciate it if you could send me these materials. I should also demonstrate your method to my team so they can benefit from your accomplishments.
Thank you for your time and effort.
Best wishes,
Ishaan Patel
Thank you response
Here is an illustration of how you could thank someone for responding to you:
Dear Marissa,
Thank you for your timely response. Your notes significantly helped my team and me. Whenever you need anything, please let me know if I can help.
Once again, thanks. I really appreciate your willingness to help.
Warm regards,
Ishaan Patel
How to send meeting requests but disable the request for responses in Outlook
FAQ
How do you request someone to share your documents?
- Additionally, I’d appreciate it if you could send me…
- Therefore, I would appreciate it if you could send me…
- Could you therefore please send me … ?
- Could you therefore send me … ?
- Could you also send me … ?
How do you write a colleague email asking for information?
- I am writing to enquire about…
- Please provide me with some information or additional details about…
- I would appreciate some information about…
- I would be interested to receive further details about…
How do you ask someone to share your email?
- Use a clear, direct subject line. …
- Greet your reader. …
- Establish your credibility. …
- Put the question in the first or second sentence. …
- Use a call to action to clarify the next steps.
- Make your email easy to read. …
- Give your reader a deadline. …
- Close the email politely and thoughtfully.
How do you politely ask someone to do something quickly email?
- “… by [date and time] because [reason]” …
- “When you have the opportunity [this week, this week, before tomorrow]”
- I’m sorry for the urgency, but would you kindly [do X, send me Y, or finish Z] as soon as it is convenient for you?
- “EOD”
