Do you send emails for tasks only?

Email is a very powerful business tool. The main problem is that for most people it is out of control - emails build up until they are impossible to manage.

To help minimize mailbox clutter, try these tips:

Sending emails

It is better when email is not used as your first choice for communication. Of course, if the person is unavailable to call, you may have to.

• Never send emails for chatting
• Send emails that contain clear numbered tasks or questions, not banter

Receiving emails

Too many people reply by email asking for more information, which wastes time and does not guarantee a response.

• If an email you receive is not clear, phone the sender and ask for clarification, then document it in a follow-up email “As per our conversation...”
• If you can't get through, chase your Product Owner before he has to chase you
• If you are attempting to contact this person out of business hours, consider waiting until the next day, or starting your email by mentioning why you are not following this rule. E.g. Add at the top of your email:
  "I am not calling you right now as it is out of business hours..."

❌ Figure: Bad example - A bad email is one that gives no clear action items and will probably lead to a back and forth thread (potentially with people misunderstanding each other)

✅ Figure: Good example - A good email has a clear task to be done (decision was made in-person or via call)

Video: Top 10+ Rules to Better Email Communication with Ulysses Maclaren