diff --git a/rules/do-you-respond-to-each-email-individually/rule.md b/rules/do-you-respond-to-each-email-individually/rule.md index 9abfeee9687..99131f5bdf5 100644 --- a/rules/do-you-respond-to-each-email-individually/rule.md +++ b/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 -- 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 diff --git a/rules/reply-done-and-delete-the-email/rule.md b/rules/reply-done-and-delete-the-email/rule.md index 5577dc004ac..5953e3a0f06 100644 --- a/rules/reply-done-and-delete-the-email/rule.md +++ b/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 "Added to backlog – URL is XXX". 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 "Added to backlog – URL is XXX". 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 "Already done - the reason is XXX" -- If you don't agree with the task or are unable to complete the task: +* If the task is already done, then reply "Already done - the reason is XXX" +* 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 "Not done - [as per our conversation](/as-per-our-conversation-emails), the reason is XXX" -- If there are multiple tasks (some "Done" and some "Not Done"), reply to each item **individually** "Done" or "Not Done" -- If the task can't be 100% completed at the time, you may reply "Partially done - the reason is {{ REASON }}" +* If there are multiple tasks (some "Done" and some "Not Done"), reply to each item **individually** "Done" or "Not Done" +* If the task can't be 100% completed at the time, you may reply "Partially done - the reason is {{ REASON }}" **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 No action required - {{ REASON }}. 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 No action required - {{ REASON }}. 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 Done differently - {{ SOLUTION AND EXPLANATION }}. -- If you have already sent a "Done", then the client asks you to revert the change, reply "Undone" +* If you have already sent a "Done", then the client asks you to revert the change, reply "Undone" ::: 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 | diff --git a/rules/email-unrelated-individually/rule.md b/rules/split-emails-by-topic/rule.md similarity index 97% rename from rules/email-unrelated-individually/rule.md rename to rules/split-emails-by-topic/rule.md index 557f5554048..9178c52f723 100644 --- a/rules/email-unrelated-individually/rule.md +++ b/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