Email communication

In a world of agentic workflows and AI-augmented assistants, I might sound obsolete. Nevertheless, I have to shout it out loud: LEARN TO USE BLOODY EMAIL!

You might find it old-fashioned, inconvenient, or hard to track. But it remains the most reliable form of communication. Did you ever hear of FidoNet? I’m old enough to have been a user; email existed then, and it exists now: from old-hatted enterprise systems to fancy Meshtastic nodes. I truly believe that when we eventually reach the stars, email will still be there.

It isn't the fastest, and it certainly isn't the poshest, but it is the most reliable. Just as it has always been.

Let me share some rules that will give you an advantage over the average. Your communication will become clearer, your colleagues will start to appreciate you, and your goals will be achieved faster.

Let’s start with a brand-new email chain:

  • Don't touch the "To" box before the message is ready. Start with the body. This simple habit prevents you from accidentally sending an unfinished draft.
  • Check your references. Once you have finished writing, read it back. If you have referred to a file, attach it (or a link to it) now.
  • Create a specific subject line. It must reflect the core idea of the email so it can be easily searched later. A "Monthly Report" should include the month and year; a contract discussion should include the names of the parties involved; a performance review should include the name and the job title.
  • Once you are happy with the text and subject, move to the "To" field. This is for the primary receiver - the person who needs to take action. Ideally, this is just one person. If you have more than three, stop and reconsider.
  • Put people who need to stay informed into the CC box. If you want to notify someone that a process has started without requiring them to follow the entire thread, use BCC.
  • Now you click send.

Do you feel how the universe and I personally appreciate your effort? You’re doing great! Practise this for a while, and I will be back with the next bit of advice shortly.