The “3Ws” approach, pronounced as “three double-yous”, is a simple, yet effective tactic to use when assigning tasks in an email. It revolves around the key elements of Who, What, and When. Neglecting any of these elements can lead to miscommunication, misunderstanding, or tasks falling through the cracks.
Let’s delve into each component of the 3Ws, complete with examples, to illustrate how they contribute to clear, concise and effective task assignment in emails.
The Who: Specify the Task Recipient
The first W refers to the ‘Who’. This implies the individual assigned to the task. When assigning tasks, it’s essential to specifically name the person responsible for the task.
Avoid addressing the email to a group. Using generic salutations like “All” or “Team” can result in the Bystander Effect, where everyone assumes someone else will handle the task, and eventually, no one does.
- Bad Example: “Team, I need you do this for me.”
- Good Example: “Sam, I need you to do this for me, and Jim and Karla can help out if necessary.”
The good example makes it clear that Sam is the primary person responsible for the task, with Jim and Karla as potential support.
Remember, there will be occasions when addressing the entire team is necessary, like informing them of a mandatory training. But when it comes to task assignment, specificity is key.
The What: Clearly Define the Task
The second W stands for ‘What’, referring to the task at hand. Clarity is crucial here. Avoid ambiguity and assumptions. Clearly specify what needs to be done to eliminate confusion.
- Bad Example: “Please update the attachment.”
- Good Example: “Please update slides 4 and 5 of the attached PowerPoint presentation and send me the revised version.”
The good example leaves no room for misinterpretation – the task is well-defined and the expected outcome is clearly stated.
The When: Set a Clear Deadline
The third W, ‘When’, refers to the deadline. Always specify the exact time and date by which the task should be completed. Providing a deadline, even if it’s a placeholder, sets a clear expectation and motivates the recipient to prioritize and complete the task.
- Bad Example: “I need this in the next few days.”
- Good Example: “I need this delivered to me by Thursday, July 16, at 1:00 pm US Eastern Standard Time.”
The good example clearly states the deadline, down to the time and timezone, leaving no room for ambiguity.
Conclusion
When assigning tasks via email, always ensure you include the 3Ws – a clear ‘Who’, ‘What’, and ‘When’. This simple approach can significantly improve communication, prevent misunderstandings, and ensure tasks are completed effectively and efficiently.
If you’d like to learn more, check out “Don’t Reply All”
