S ◾ Archiving duplicated rule + relating rules (#9917)

* Archiving duplicated rule + relating rules

* Update rule.md

* Auto-fix Markdown files

* Update and rename rule.md to rule.md

* Update rule.md

* Update rule.md

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Co-authored-by: github-actions[bot] <github-actions[bot]@users.noreply.github.com>

rules/do-you-respond-to-each-email-individually/rule.md

@@ -1,7 +1,7 @@
 ---
 seoDescription: Individual email responses boost efficiency and enable task tracking.
 type: rule
-archivedreason:
+archivedreason: Content is already part of https://www.ssw.com.au/rules/reply-done-and-delete-the-email/#tip-5-dont-consolidate-emails
 title: Do you respond to each email individually?
 guid: d07dc6ff-6509-436d-a0cb-fc1cae50f627
 uri: do-you-respond-to-each-email-individually
@@ -19,10 +19,10 @@ If you receive separate emails, respond to each email individually. Don't respon
 
 <!--endintro-->
 
-- Each email is a little job (eating the elephant one bit at a time)
+* Each email is a little job (eating the elephant one bit at a time)
 
-- You get a steady flow back as bits are achieved (can get a feel or monitor employees efficiency)
+* You get a steady flow back as bits are achieved (can get a feel or monitor employees efficiency)
 
-- You can move to 'todo' list folders
+* You can move to 'todo' list folders
 
-- You get a email history for that one topic
+* You get a email history for that one topic

rules/reply-done-and-delete-the-email/rule.md

@@ -10,11 +10,14 @@ authors:
     url: https://ssw.com.au/people/cameron-shaw
   - title: Ulysses Maclaren
     url: https://ssw.com.au/people/ulysses-maclaren
+  - title: Tiago Araujo
+    url: https://ssw.com.au/people/tiago-araujo
 related:
   - definition-of-done
   - dones-do-you-include-useful-details-in-your-done-email
   - when-to-send-a-done-email-in-scrum
   - close-pbis-with-context
+  - split-emails-by-topic
 redirects:
   - dones-do-you-reply-done-and-delete-the-original-email
 created: 2009-03-23T04:03:34.000Z
@@ -30,9 +33,9 @@ Read the "[Definition of Done](/definition-of-done)" for more information about
 
 ### Only say "Done" when the work is completed
 
-- [Ensure your changes are live](/dones-do-your-dones-include-a-url/#ensure-your-changes-are-live) when sending a "Done"
-- If you have added the email to your backlog or to-do list, then say "<mark>Added to backlog – URL is XXX</mark>". You should still reply "Done" when you complete the task
-- For tasks that will take time to be completely done (E.g. Producing a long video), you may send a "work in progress" email. This way you avoid giving the perception that no action was in relation to the task. You should still reply "Done" when you complete the task
+* [Ensure your changes are live](/dones-do-your-dones-include-a-url/#ensure-your-changes-are-live) when sending a "Done"
+* If you have added the email to your backlog or to-do list, then say "<mark>Added to backlog – URL is XXX</mark>". You should still reply "Done" when you complete the task
+* For tasks that will take time to be completely done (E.g. Producing a long video), you may send a "work in progress" email. This way you avoid giving the perception that no action was in relation to the task. You should still reply "Done" when you complete the task
 
 ### When it's ok to reply before the task is done
 
@@ -44,24 +47,25 @@ Use this approach to prevent misunderstandings and to make sure the requester is
 
 ### Alternatives to classic "Done" emails
 
-- If the task is already done, then reply "<mark>Already done - the reason is XXX</mark>"
-- If you don't agree with the task or are unable to complete the task:
+* If the task is already done, then reply "<mark>Already done - the reason is XXX</mark>"
+* If you don't agree with the task or are unable to complete the task:
 
   1. [Seek clarification](/do-you-seek-clarification-via-the-telephone-first)
   2. If you still don't agree or the task is still blocked, reply "<mark>Not done - [as per our conversation](/as-per-our-conversation-emails), the reason is XXX</mark>"
 
-- If there are multiple tasks (some "Done" and some "Not Done"), reply to each item **individually** "<mark>Done</mark>" or "<mark>Not Done</mark>"
-- If the task can't be 100% completed at the time, you may reply "<mark>Partially done - the reason is {{ REASON }}</mark>"
+* If there are multiple tasks (some "Done" and some "Not Done"), reply to each item **individually** "<mark>Done</mark>" or "<mark>Not Done</mark>"
+* If the task can't be 100% completed at the time, you may reply "<mark>Partially done - the reason is {{ REASON }}</mark>"
   **Note:** If you expect the 'done' to happen soon, wait to send the email instead of using "Partially done"
-- If the issue has been resolved without any manual intervention, you can reply with <mark>No action required - {{ REASON }}</mark>. e.g. A service was down because of a third-party outage.
-- If there is a better solution for the requested task:
+* If the issue has been resolved without any manual intervention, you can reply with <mark>No action required - {{ REASON }}</mark>. e.g. A service was down because of a third-party outage.
+* If there is a better solution for the requested task:
 
   1. Have a conversation first
   2. Reply <mark>Done differently - {{ SOLUTION AND EXPLANATION }}</mark>.
 
-- If you have already sent a "Done", then the client asks you to revert the change, reply <mark>"Undone"</mark>
+* If you have already sent a "Done", then the client asks you to revert the change, reply <mark>"Undone"</mark>
 
 ::: email-template
+
 | | |
 | -------- | --- |
 | To: | Jason |
@@ -92,6 +96,7 @@ In any reply, [include relevant information](/dones-do-you-include-useful-detail
 It is important that you clearly reply to each of the multiple tasks.
 
 ::: email-template
+
 | | |
 | -------- | --- |
 | To: | Jason |
@@ -113,6 +118,7 @@ Bob
 **Figure: Original email with the client request**
 
 ::: email-template
+
 | | |
 | -------- | --- |
 | To: | Bob |
@@ -132,6 +138,7 @@ Figure: Bad example – It is not clear which tasks have been done and which hav
 :::
 
 ::: email-template
+
 | | |
 | -------- | --- |
 | To: | Bob |
@@ -165,6 +172,7 @@ Figure: Bad example – It is clear which tasks have been done, however, [replyi
 :::
 
 ::: email-template
+
 | | |
 | -------- | --- |
 | To: | Bob |
@@ -210,6 +218,7 @@ If you have completed multiple tasks without requiring additional information, i
 Make sure all tasks have been done and others can see the history of the requests. A URL is especially useful in these cases.
 
 ::: email-template
+
 | | |
 | -------- | --- |
 | To: | Bob |
@@ -237,6 +246,12 @@ Ideally, [all PBI's should be done in less than 2 days](/create-PBIs-under-2-day
 
 If you get multiple emails or tasks, don't consolidate them. **Reply to each email individually** as you go. This way the person requesting the work hasn't [lost the email history](/do-you-keep-the-history-of-an-email) and can understand what the work is done relates to. It also means that testing and/or feedback can come in as soon as possible after the 1st completed task.
 
+1. **Keeps conversations focused** – Each response stays relevant to a single topic, making it easier to track  
+2. **Prevents confusion and improves task management** – Keeping topics in separate email threads makes it easier to follow discussions, track progress, and ensure no details are overlooked  
+3. **Easier to search and reference later** – Emails stay categorized by topic, making it simpler to find needed information  
+4. **Avoids missed details** – When responding to multiple emails in one, some points might get overlooked  
+5. **Respects the sender’s structure** – If they separated topics into different emails, keeping responses separate follows their logic  
+
 ### Tip #6: Delete "Done" emails - Aim for 0 inbox
 
 There is no point in keeping emails that just clutter your inbox. You don't need to keep the original email because after you have replied "Done", there is a copy in "Sent Items". If you must keep an email, then move to your "Saved Items" folder.
@@ -250,6 +265,7 @@ When it fits, choose text over images or screenshots! This way, it's simpler to
 :::
 
 ::: email-template
+
 | | |
 | -------- | --- |
 | To: | Bob |

rules/email-unrelated-individually/rule.md → rules/split-emails-by-topic/rule.md

@@ -17,6 +17,8 @@ related:
   - send-email-tasks-to-individuals
   - communication-are-you-specific-in-your-requirements
   - separate-messages
+  - reply-done-and-delete-the-email
+  - split-large-topics-into-multiple-blog-posts
 redirects:
   - do-you-send-tasks-one-email-at-a-time
   - email-unrelated-individually