Do you hold back on following up with busy colleagues? You’re not alone. In a recent pre-training survey, 45% of participants said they hesitate when the other person seems swamped.
It feels counterintuitive, but the busier someone is, the more helpful a follow-up. A thoughtful nudge brings stalled work back into view. And once it’s done, you’ve helped lighten their load.
Here’s the subtle truth: when you’re responsible for a deliverable and the work stalls with someone else, it’s your professionalism on the line. Effective follow-up habits protect your reputation and propel your career (and help busy colleagues).
Sometimes the most effective follow-up is picking up the phone:
“Hi, I’d be grateful for two minutes to talk about… Have you got a moment now?”
Charmingly old-fashioned, perhaps. But when you add the human element, the tone changes. It becomes collaboration, not chasing.
Not sure what to say? Now, let modern technology help.
Try this GenAI prompt:
I am following up on an important piece of work with a busy colleague.
I sent a reminder email [insert days] ago and haven’t heard back.
The work matters because [insert].
The step I need from them is [insert].
I anticipate it will take them about [insert minutes/hours].
I want to call them. Suggest a diplomatic, clear and direct way to phrase my approach. Also suggest ways to break their next step into smaller parts.
Draft a follow-up text (in case I don’t get through). Mention I’m at my desk until [insert time] and that I’d love to hear from them. They are also welcome to call me on my commute between [X and Y pm].
Keep a list of go-to phrases. Here are some of my favourites:
- Hi… I’m checking in about [deliverable]. How is it tracking?
- Hi… thanks for bearing with my professional persistence.
- Flagging this now so we don’t scramble at the last minute.
- What’s the next step, and is there anything I can do to make it easier?
- How might I support you to keep this moving?
- I know you have many priorities. I’m bringing this into your line of sight, since it is important for [shared outcome] and due [by when].
Keep the momentum going
Build follow-up into your daily routine. Spend ten minutes at the end of each day reviewing bottlenecks and adding tomorrow’s follow-ups to your to-do list. If you haven’t heard back, schedule the next friendly nudge. Remind them why the work matters. And if you’re waiting on a decision, make it easy to say yes or no.
Following up well isn’t nagging. It’s professional. It’s helpful. And it’s how work gets done.
