When to respond (and when not to) when communicating electronically

Over the last seven or so years I've heard and read many theories on when people should or shouldn't respond to emails:

- Don't if you say only “OK,” “Yes,” “Thanks” or other one-word answers.

- Don't reply to acknowledge receipt of an email.

- Do reply to acknowledge receipt.

- Never use “reply all” when communicating.

- Use “reply all” so everyone knows the latest.

Etc, etc.

So what are the rules? I don't know. Sorry. I think it depends on the persons involved in an exchange and also on the context of the exchange.

But overall, I found it useful to look at any electronic communication as being similar to real, traditional, face-to-face communications. (By electronic I mean everything from social media, blog posts, emails and whatever else is invented next.)

If you would respond in a traditional dialogue you'd also respond in a newer form of communication.

- Somebody mentions you on Twitter, recommending you to be followed to others. You say? I would suggest “Thank you.” That's what you'd say in a face to face conversation, right?

- Somebody sends you a document that you were looking for. Maybe even anxiously waiting for. What would you say if she'd drop off a hardcopy? Of course, “Thanks.” Right? Same here.

- A team is communicating via email to get on the same page. You have something to add. Reply to all or not? Of course to all, if you are working on the same project. Think of it this way: If this would be a meeting, would you get up and whisper in somebody's ear with an answer to a question in the meeting? Probably not. Yes?

Now, don't get me wrong, electronic communication has some limitations. For example:

- People can't necessarily read your tone.

- Some things are just easier to solve in person.

- When everyone starts replying to all things can start to get lost.

But overall, it has never been easier (as far as I know) to communicate with as many people as is possible today.

Christoph Trappe is a product developer, marketer and community builder interested in new (and traditional) communication channels, including community and brand journalism, social media and content marketing.