In this standard, we discuss when you should have your communication checked by a colleague and the advantages of doing so.

 

Scope:

This standard applies to all written communications, including emails, Jira tasks, Backlog items, memos, and any other written document in which tasks are listed or assigned.

 

Guidelines:

The following are just a few reasons when and why you should try and get communications checked:

• Assigning or confirming tasks: When sending or assigning tasks, it is best you review the task with the person before sending a written communication. This will help avoid misunderstandings and delays in execution or feedback on certain tasks. It is best to have a Teams call with the person so they can make real-time updates or changes if required. Ultimately this will make things clearer and digestion of information quicker.

• Feedback: It’s always best to check your input before posting it, especially in public spaces like Jira or DevOps. Sometimes, written feedback can be taken in the wrong spirit, even if you have the best intentions. Checking your tone of voice, especially when you are in doubt, might foster better relationships in a team.

• Meeting notes: Meetings can be long and fast-paced. If you are scribing information during a meeting, getting a teammate to cross-reference your notes for accuracy before you post them is a great way to ensure accuracy and credibility.

• Official communications: Reports and official communications should be thoroughly reviewed before dissemination to maintain credibility and professionalism.

 

Include “Checked by” in your email

When you get someone to check your email, add (Checked by) at the top of your email. This will give your email credibility by signalling to the reader that it was read by someone else.