Getting response from higher-ups takes skill

Q: I am a young employee who recently attained a position that requires me to interact with top-level managers. When I request information from them, it's difficult to get responses. I feel that I'm not taken seriously and that I'm being ignored because of my age. How do I handle this?

A: Communicating with busy executives can be a challenge, even for older folks. The cause of your problem probably is inexperience, not age. Getting top management's attention is an art requiring skill and practice.

Consider the viewpoint of your target audience.

Do these unresponsive managers know who you are? Executives are more attuned to people near their own level, so consider invoking your boss's name in your requests.

Have you explained why you need the information? Replies are more likely to be forthcoming when the reason for a request is clear. Be sure to emphasize how providing the data will benefit the company.

Is the information hard to obtain or compile? The more effort required, the lower the response rate. Look for ways to make the task easier.

Do you expect an immediate response to a single e-mail? Executives receive a daily deluge of correspondence, so getting to yours could take time. Younger employees often rely too heavily on electronic communication; consider following up by phone or in person.

Are you aiming too high? If a lower-level employee can help you, forget about bothering executives. Less-lofty people are much more accessible.

Finally, when you're dealing with an executive, the administrative assistant is your secret weapon. Going through an assistant often works better than contacting an executive directly, because assistants are quite adept at extracting information from the boss.

- Marie G. McIntyre is an Atlanta-based workplace coach. Her weekly column is syndicated by Knight Ridder/Tribune News Service. Send questions at www.yourofficecoach.com.