If you find:
- That the task is already done, then reply "ALREADY DONE".
- You don't agree with the task or are unable to complete the task then, reply "NOT DONE - the reason is XXX".
- That there are multiple tasks that are DONE and NOT DONE then, reply with "PARTIAL DONE - See below." at the top of the email.
Figure: Not Done Email Tip 1: Provide Detail in your "Done"
In any reply include relevant information, such as the URL and the code or text that has been updated, which allows the person requesting the work to check what was done and allows for offline reading.
Use SnagIt with Balloons in screenshots.
Figure: Bad Example of a "Done" email. 
Figure: Good Example of a "Done" email as it has both the link and the changed text. If you find that you have already sent a "Done", then the client asks you to undo the change reply "Undone".
Tip 2: Reply "Done" if you have a task that is > 4 hours
Ideally all tasks should be less than 4 hours. If you are given a task that is going to take days, then split it following the 4 hours rule.
Q: What if you can do 8 out of 9 items? Can I reply "Done"?
A: Yes. If there are multiple items of work in an email and you can't do them all at once (in say 4 hours), reply "Done" to each item individually, and put yourself in the TO: so you can go back and do the remaining items. (See rule "To Myself")
Done - 8 out of 9 tasks.
Tip 3: Don't consolidate emails
If you get multiple emails or tasks, don't consolidate. It is still best to reply to each email individually as you go, rather than compile the information into one email. This way the person requesting the work hasn't lost the email history and can understand what the work done relates to. It also means that if something needs correcting it can be corrected after the first completed task.
Tip 4: Now Delete your email - Aim for 0 inbox.
There is no point keeping emails that just clutter your Inbox. You don't need to keep the original email because after you have replied "Done" there is a copy in Sent Items. If you must keep an email, then move to your "Saved Items" folder.
Tip 5: Include URLs in screen captures
- Screen captures should always include the:
* URL
* Top left - so you can see what browser it is eg. Internet Explorer or FireFox
Tip 6: When appropriate use text instead of an image
To: Ross
From: Jliu
Subject: RE: BUG on Product.aspx
DONE - There was a problem with the SQL. I added the line on Yellow:
SELECT
ProdName = CASE WHEN Download.ProdCategoryID <> ''
THEN ProdCategory.CategoryName
ELSE Download.ProdName END,
Downloads = (SELECT Count(*) FROM ClientDiary
WHERE ClientDiary.DownloadID = Download.DownloadID
AND ClientDiary.CategoryID = 'DOWN'
AND ClientDiary.DateCreated > '01/01/2000'
AND ClientDiary.DateCreated < '01/01/2003')
FROM
Download
LEFT JOIN ProdCategory ON Download.ProdCategoryID=ProdCategory.CategoryID
ORDER By Downloads DESC
Figure: Good example - Most of time screens need images. However this "DONE" uses text instead of an image. It is easier to search and easy to reply with a modification Tip 7: Handle an email once
Follow a tip I got from my accounting days... "A sign of an efficient person is they handle a piece of paper once". When you get an email - don't just open it have a quick look and close it with the idea that you will go back to it later. Read it, make a decision and do the action. Delete as many emails as you can on the first go.
Tip 8: Use an Email tool for Outlook
We use a program called Team Companion that you can use to reply "Done" to tasks in TFS. See more information on this at http://rules.ssw.com.au/Communication/RulesToBetterEmail/Pages/FollowWorkflow.aspx
Tip 9: Consider alternatives in a team environment
In a developer team environment, it is better to move emails to bug tracking systems e.g.:
- TFS Work Items
- JIRA