One of my favorite topics is Technology in Real Estate, but sometimes I just need to vent.
Deep in the recesses of your email program lies the “Wuhan Lab” of the next pandemic. Relax, it’s no cause for alarm, but I have seen a viral outbreak of the “Reply All” pandemic that is threatening my sanity. Where is Dr. Fauci when we need him?
As a commercial real estate broker, I rely on various distribution lists for property data and industry news. But more importantly, email is my lifeline to deal flow. A missed email could cost me a large commission. As I often receive hundreds of emails per day, I am careful to filter my email to cut through the noise and focus on what is important.
Spam happens. While most of it gets filtered, I still get the occasional request from a Nigerian Prince. But one thing continues to drive me nuts. The unnecessary “Reply All”.
Let’s say the owner of my company emails our 25 employees that we will be closing at 3 PM the Wednesday before Thanksgiving. That’s great news for our hourly workers. So someone decides to reply with a thank you. But they think it looks good that they are thanking the boss, so they “Reply All.” The other employees, not wanting to be left out, also “Reply All.”
I now have 25 unnecessary emails in my already overflowing inbox, increasing the chance I may overlook one that could be worth thousands in commissions. So as a public service, I would like to pass along some helpful guidelines. I did defy one of my previous posts, however, and enlisted the assistance of Perplexity AI. The image to the left was AI generated by Microsoft Copilot. The kitten was “borrowed” from memecreator.org.
Please save my sanity and while you’re at it, also save the kittens. Think twice before using “Reply All.” Below are the AI generated guidelines that were surprisingly useful!
When to Use Reply All
- Your response is relevant and adds value to everyone on the thread.
- Only use “Reply All” if your response contributes meaningfully to the discussion.
- When explicitly asked to “Reply All” by the sender.
- To end an email chain for everyone involved. “Reply All “to say you’ll handle something or provide a final answer which can stop unnecessary further replies.
- When coordinating schedules or activities with a group. For logistical planning that affects multiple people, “Reply All” keeps everyone informed.
When to Avoid Reply All
- Your response is only relevant to the original sender and doesn’t need to be seen by everyone.
- For simple acknowledgments like “Thanks” or “Okay”.
- When responding to mass company-wide emails. “Replying All” to large distribution lists is generally unnecessary and can clog inboxes.
- If confidential or sensitive information is involved.
- If in doubt, err on the side of not using “Reply All.”
Best Practices
- Review the recipient list before hitting “Reply All.”
- Consider trimming the recipient list if only some people need to stay in the loop.
- Be mindful of email volume – excessive “Reply All” messages can be disruptive.
- Use clear and concise language to respect recipients’ time.
