Write for the reader
Put the request or conclusion first. Add the context needed to act, a clear owner, and a deadline when one exists. Link to a relevant document instead of pasting a long, unstructured block into a busy conversation.
Use the right space
Put shared work in a space the relevant team can access; use a private conversation for a private matter. Before mentioning a large group, ask whether everyone needs an interruption. Follow any agreed escalation channel for urgent issues.
Make an ending visible
Summarize a decision, its owner, and the next step after a long discussion. Respect different time zones and accessibility needs. Do not rely solely on color, an emoji, or a presence indicator to convey essential information.
An example that closes the loop
A clear request could read: “Please review the project outline by Friday at 12:00 UTC. I need your decision on the proposed scope; the current draft is linked here.” After responses arrive, summarize the decision and next owner. If no response arrives by the agreed deadline, use the team’s normal follow-up or escalation process. Do not assume that a person’s presence indicator means they have read the request.
Choose the next step
| Situation | What to check |
|---|---|
| The question affects the whole team | Use the relevant shared space and summarize the outcome. |
| The subject is private | Choose an appropriately restricted conversation. |
| An answer is urgent | State the deadline and use the agreed escalation route. |
A practical checklist
- Lead with the request or decision.
- Include an owner and a useful deadline.
- Choose the appropriate audience.
- Summarize the outcome after discussion.