Here is a hack to save a few minutes of time during your day, use your signature file (particularly in MS Outlook) as a template for emails.  Of course MS Outlook has an email template and it can be the basis for very consistent and very sophisticated content – and that is the problem.

A Click Too Far

To create an email from a template requires about four clicks.  The upside is once you are there it will do things like modify a subject line and provide the starting point on the body of the email.  The downside is that with a single click I have almost the same functionality by storing the templates for emails as a signature.

Examples of Templates and Their Use

At the bottom of this blog I have included the templates that I happen to be using in my current job.  Obviously an email structure that you use repeatedly is a template candidate.  For example, making notes in meetings, describing an activity using the ASK/ACTION format (see my December 2017 Blog) or assigning a task to one individual are the emails for which a repeatable format is important.

As for the actual use, easy-peasy – select signature in the MS Outlook Message Tab and then the template most applicable.  After that, add the subject line, TO/CC and the content and you are done.

There go, nothing earth shattering but still a handy way that I have found to send consistently formatted emails.  Enjoy the hack and let me know if you use it.

My Current Templates

General Meeting Template

Used to create consistent meeting notes.  If you are the chair, the hack in the hack is use the meeting note template for your agenda.  In this way your minutes are partially written before the meeting start.  

• Meeting Notes
• Time/Date/Room/Location:
• Attendees: Frank,
• Purpose:
• Agenda/Discussion:
  •  

ASK/ACTION Emails

ASK:
ACTION:

Dear Colleagues,

Conference Call Details

Handy when you need to add to an invite or can’t recall the details.

Dial in numbers: 647-260-3077 OR 855-392-2520 – Access code: 999999

Quick Briefing Note

The briefing note is a fixture of government and to be honest is a very good way to get to the point of an issue and request a decision.  

Quick-Briefing Note for the [BOSS]:

PURPOSE:

•  

RECOMMENDATION:

•  

BACKGROUND:

•  

KEY CONSIDERATIONS:

•  

Assigning a Task

This format was described in my 2014 article: Avoiding the Lost-Assignment and Task Epidemic or LATE. The notes after each section is a memory jog for me to remember what goes where.

1.CLOSE STATEMENT: a completion statement by the individual assigned the task.

•  

2. SO WHAT: what needs to be done?

•  

3. OUTPUT: The expected output such as a memo, contract, analysis, etc. Sometimes this is implied. Typically addressed in the Action/Analysis section.

•  

4. ISSUES: Significant issues that may affect the ability to define a task or the output. Typically addressed in the background section.

•  

5. BACKGROUND: (Optional) this section includes pertinent details and context of the issue relating to the tasks but not part of the required output.

•  

6. ACTION/ANALYSIS (Optional): Information contributing to the meeting of the above objectives.

•  

Emails ————————

The Obligatory Photo

Don’t get trapped by Microsoft Outlook, there are multiple ways to get your message out (corny I know).  PS the photo is from Morocco circa 1983, the City of El Jadida.