Dones - Do your 'Dones' include a URL?
Always include the relevant URL to your "Done" emails, like when you make a change to a webpage or document. This way people can check the work that was done.
If you are using a task tracking system like Azure DevOps, GitHub, or Jira, also include the link to the PBI/issue/task.
Tip: Sometimes it is important to give context and reasoning to your 'Done' emails too.
Done
Figure: Bad example - How can we check the task was done correctly?
Done - northwind.com/about-us
Figure: Good example - Easy to check what was done
Done - northwind.com/about-us/ as requested on ssw2.visualstudio.com/Northwind/_workitems/edit/00001
Figure: Good example - Easy to check what was done + includes the context of the task within the Sprint
Ensure your changes are live
Scenario: PR waiting for approval
::: greybox Done - ssw.com.au/rules/dones-is-your-inbox-a-task-list-only ::: ::: bad Figure: Bad example - Link is included but changes are not live yet :::
::: greybox
(PR waiting for approval)
Done - ssw.com.au/rules/dones-is-your-inbox-a-task-list-only
:::
::: ok
Figure: OK example - Link is included, changes are not live yet, but people are aware
:::
-
Scenario: PR approved and merged
Done - ssw.com.au/rules/dones-is-your-inbox-a-task-list-only
Figure: Good example - Link is included and changes are live to be checked
Ensure others have permission
It is a common problem where someone CCed will not have permissions to see a file and the sender knows this. You should still add the link but inform the recipient.
Scenario: Recipient doesn't have permissions
::: greybox Done - onedrive.live.com/file-name.xls ::: ::: bad Figure: Bad example - Link is included but recipient won't be able to open it, potentially generating more emails :::
::: greybox
(link for reference - you don't have permissions)
Done - onedrive.live.com/file-name.xls
:::
::: good
Figure: Good example - Link is included and people are aware of permission issues
:::
Video: Top 10+ Rules to Better Email Communication with Ulysses Maclaren
