Do you include URLs in tasks and "Done" emails?

Last updated by Tiago Araújo [SSW] 22 days ago.See history

Always include the relevant URL to your emails, like when you want to request or just made a change to a webpage or document. This way people can easily check the details of the tasks. This is especially important for "Done" emails.

If you are using a task tracking system like Azure DevOps, GitHub, or Jira, also include the link to the PBI/Issue/task.

Tip: It is important to give context and reasoning to your 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 changes are live

Before declaring a task 'done' with a link, ensure that your changes are live and accessible for verification.

Note: It is the PR author's responsibility to avoid merge debt by getting the PR reviewed ASAP.

Scenario: PR waiting for approval

Done - ssw.com.au/rules/dones-is-your-inbox-a-task-list-only

Figure: Bad example - Link is included but changes are not live yet

Done - github.com/SSWConsulting/SSW.Rules.Content/pull/0001

Figure: Bad example - Using the PR link instead of the final page link

(PR waiting for approval - github.com/SSWConsulting/SSW.Rules.Content/pull/0001)
Done - Changes will be on ssw.com.au/rules/dones-is-your-inbox-a-task-list-only

Figure: OK example - Changes are not live yet, but people are aware and have the links

Scenario: PR is approved and merged

Done - ssw.com.au/rules/dones-is-your-inbox-a-task-list-only

Figure: Good example - Final link is included and changes are live to be checked

Ensure others have permissions

It is a common problem where someone CC'd 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

Done - onedrive.live.com/file-name.xls

Figure: Bad example - Link is included but recipient won't be able to open it, potentially generating more emails

(link for reference - you don't have permissions)
Done - onedrive.live.com/file-name.xls

Figure: Good example - Link is included and people are aware of permission issues

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

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