Reply to tasks with a status

This article is based on information from the article  Do you use ‘Do you use tasklists in your PBIs?’ Published by SSW Enterprise Software Development a company I used to work for.

When you reply Done, Not Done or Partially Done to a task, it ensures clarity and efficiency in acknowledging task completion.

Recommended Task Status:

  • Done with a clarifying message when a task is completed successfully.
  • Not Done –  with a clarifying message when a task is not completed. Assign a task or loop in someone if you think they will be able to get this task done for you.
  • In progress (Partially Done) –  when you are able to complete only part of the task. Include a message when you partially complete a task.

When combined with replying in-line, it will make your reply that much clearer while providing valuable updates to the reader.

Let’s jump in and look at an example where the reader has responded to tasks with status.

In the following example, Matt, a web designer, responds to changes that stakeholders have asked him to make to a particular design.

✅ Good example

Hi Jo,

> 1.Can you make the title colour dark purple?

Done – The colour is now purple

> 2. Can you include a map of Melbourne City somewhere?

Not Done – Implementing a Google map of Melbourne will require a developer.

>3. Can you set up a link to the Contact Us page with the CTA text “Talk to us now” right at the bottom of the text?

Done – A link is now set up with the CTA “Talk to us now”
The link on staging can be viewed here.
Thanking you,

Email: ✅ Good example – of adding in someone

By adding Done, Not Done or Partially Done to this message, we almost instantly conveyed the status of a task to the reader.

Note that not-done tasks will typically require following up or handballing to a team member who could complete them.