Why Good Email Habits Matter
While our team primarily communicates through messaging apps, email remains a critical tool for us. Outside departments usually rely on email to reach us, and we use email internally for critical but lower priority communication. This means it is essential that we manage our email effectively. As the "most technical" team at PWI, we should set the standard for email communication within the organization.
Expectations
As a software team member, you are expected to maintain a professional and efficient email presence. This includes:
Read any incoming email within 2 working days of receipt.
Respond to or act on emails in a timely manner.
Be kind and respectful in all email interactions.
Avoid sending emails that are overly long or complex. Aim for clarity and brevity.
Summarize any verbal conversations by sending a recap email that clearly details decisions and action items.
Use email features like To, CC, and BCC appropriately (see To, CC, and BCC).
When to not use email
Email is not always the best medium for communication. Here are some scenarios where you should consider other options:
Quick Response Needed
If you need a response within one business day, email is almost never the right choice. Instead, call the person you need answers from, or seek an in-person meeting.
Discussions or Sensitive Topics
Emails can sometimes get out of hand with long threads and unclear tone. Switch to an in-person meeting or call when:
The conversation is getting too long (more than 4 emails back and forth), or
you sense frustration or misunderstanding in replies
Don't forget to send a recap email after the meeting to summarize decisions made.