Do you include URLs in tasks and "Done" emails?
Last updated by Tiago Araújo [SSW] 9 months ago.See historyAlways 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/PR for extra information.
Tip: It's important to give context and reasoning to your emails.
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
