On this third installment of the three-month series, I want to discuss the final type of the "annoying e-mail trifecta" - Forwards. In the first installment back in February, we discussed CC's and how you need to clarify who needs what (and who doesn't!), and when they need it. In March, we discussed replies, and how you need to analyze each reply situation to determine if the reply adds value or confusion, or is simply an unnecessary waste of time and resources. Now, let's discuss forwards.

When I think about forwards, I make a pretty simple assumption. The reason you are forwarding an e-mail to someone new is that you either want them to know something (be informed) or do something (complete a related task.) In my opinion, both of these items are actually tasks, because when you have to know something, the task is reading it, understanding it, and remembering it. That IS a task in and of itself - just as much as a more specific task that asks you to complete an actual physical action. (And yes, this includes that super-annoying subclass of forwards: FYI's.)

Because of this, for years now, I have been teaching (some would say "preaching") that every time you forward a message on to someone, it is YOUR responsibility as the sender to make four things absolutely clear at the very beginning of the message for each and every recipient of the forwarded message:

This information should be in the initial forwarded text of the e-mail (right under the subject line), before all previous forwarded message information and past e-mail. It should be short and concise, making it absolutely clear for the recipient what they need to know and what they need to do with the forwarded e-mail. If you are the sender and you haven't included this critical information at the top of your message, you have likely just brought several undesirable outcomes into play:

How about this instead:

What you see above is a three-part task: know what it is; know when you need it; know where you put it.  

It is MUCH better and more clear than FYI, giving the recipient a clarity of purpose with the message, and allowing them to be confident in their handling of the message.

Forwards out to a large group of people.

Sometimes people forward messages out to more than one single person. In that case, your 4-part header detailed above needs additional info. Each individual recipient needs specific tasks and due dates. I recommend you actually call out their name, followed by their task/due date:

This way, there is no confusion on task ownership and time lines.