Death to Reply All

death to reply all human resources

This is an HR blog.  I guess I am supposed to be writing about HR topics.  You know…like how you shouldn’t ask an employee for their Facebook password.  Or how women and men should be paid equally.  Certainly, worst case scenario, I should be able to work a basketball analogy into our everyday HR work (by the way…throwing basketballs at players’ heads typically gets you fired).

But, no.  I have decided that I must part from the norm, abandon all basketball references and address something that has been a problem since the dawn of time.  Well, at least since the dawn of e-mail.

Effing Reply All!

I understand why Reply All was created.  It’s meant to keep everyone involved in a discussion.  Big topics often involve large e-mail chains.  And, sometimes, it’s important to involve a lot of people.

However, what Reply All has evolved into is an avenue for people to be noticed.  “Look at me!” says a reply aller.  “I’m here and I want attention!!!”

Right about now, there may be a few people who are saying to themselves, “I wonder if he is talking about me.”  The answer to that questions is YES!  If you are wondering, then I am indeed talking about you.  But, don’t worry.  You are not condemned to e-mail hell, yet.  There is still a chance for redemption.  For I am here to lay some ground rules around Reply All!

Rule #1
If the mail is simply informative, do not reply all.
Example: “Tomorrow is Salisbury steak day in the cafeteria.”
Reply All: “Whoa!  I love Salisbury Steak Day!  It’s even better than taco day!”
This simply comes across as a cry for help.  Please, oh, please let there be somebody else who loves Salisbury steak so I don’t have to eat alone again, today.

Rule #2
If the mail is celebratory or congratulatory, do not reply all.
Example: “Please join me in congratulating Joe on his promotion.”
Reply All: “Congrats, Joe! Very well deserved!”
What you are really saying is, This is well deserved…BY ME!  But, I will show no hard feelings.  I will remain passive aggressive until I get what I deserve!

Rule #3
If you are cc’d, unless there is something incorrect in the information, do not reply all.
Example: “We’ll have that completed by Friday.”
Reply all: *from the cc’d person* “Thanks…that sounds great.”
Clearly, the reply aller is making sure to show that he or she disapproves of being downgraded to cc instead of being properly placed in the To line.  CC is basically for FYI purposes only.  Nobody wants your opinion.

Rule #4
If someone asks a question of the group, unless you have the answer, do not reply all.
Example: “Does anybody know what’s being served in the cafeteria tomorrow?”
Reply all: “Nope.”
You might has well have simply responded with “Here I am! Please talk to me! Nobody has said anything to me in a week!”

Rule #5
If you are mistakenly added to a thread, do not reply all.
Example: “Don’t forget to bring your A game, tomorrow!”
Reply All: “I am strictly a B game player.  Please remove me from this list.”
Easily the biggest fail and possibly my greatest Reply All pet peeve.  Respond to the sender and that’s it! You just disrupted a whole group of people for no other reason than that you’re dumb.

Maybe it would be easier simply to state when you should reply all.  It’s pretty straightforward, really.

Rule #6
If it is relevant to the conversation, please reply all.  If it enhances the discussion, please reply all.  Bottom line…if it adds value, please reply all.

With the Reply All button comes great responsibility.  Responsibility not to waste everyone’s time.  Responsibility to move conversations forward.  And, responsibility to not clog people inboxes with irrelevant nothings!  If you need attention, buy a puppy.

FOT Background Check

Jason Pankow
Jason Pankow realized long ago that he wasn’t smart enough to actually program video games and game consoles. So, he found another way to participate! In between bouts of pwning newbs in Halo or scoring mad gamerpoints, Jason spends his time as the Staffing Program Manager for Microsoft’s Devices and Studios Division. Jason’s day is spent running programs that help recruit the obscenely talented developers, designers and engineers that have blessed the world with the likes of Xbox, Kinect and tons of other rad stuff, much of which he can’t tell you about. So, don’t ask. In non-nerd speak…what this means is that Jason has the coolest recruiting job in the world! Look him up as “Satchmo Baggins” on Xbox LIVE. But, watch out for the dreaded headshot!

5 Comments

  1. Schana says:

    Seriously Pankow, you rocked this one but you forgot the ever popular reply all saying “please take me off this list”. Cuz we all know that really means “I am so far ahead of you guys that I am too cool to use the oh so wonderful Outlook thread killer feature and I want everyone to know how irritated I am”.

    Reply
  2. Rusty Olson says:

    Rule #1AAA: If you are bcc’d, do not reply-all! Think about it!
    For this reason, I never use bcc. Rather, reply to your own email and send.

    Reply
  3. Mark says:

    Nice post, Jason. One more rule:

    Rule #7
    If people are replying all to say, “Stop replying all”, do not reply all to say, “Stop replying all.”
    Example: “Stop replying all! You are filling my inbox!”
    Reply All: “Stop replying all! You are filling my inbox!”
    This is recursive reply all escalation at its greatest irony.

    Reply
  4. Good stuff, Jason. I’m glad you deviated from the typical HR stuff and decided to tackle this important problem. Truth is, this kind if reckless behavior could possible lead to having a basketball (or two) hurled your way. This post was preventative maintenance. Well done.

    Reply
  5. Deb McClanahan says:

    A good list! Too bad that manners generally died about 6 years ago…

    Reply

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