Email is one of the popular ways clients can request work from us, but it needs to be done properly to ensure we complete your tasks efficiently and effectively.
To help clients structure their task requests via email, we have developed the “T.E.E Model” below.
Please follow this model when submitting tasks via email. This approach helps us understand your needs better and ensures smoother communication and delivery.
T: Title
What it is: This is your task subject line. It should be a concise title that summarizes the task outcome. Think of it as a headline that makes finding and remembering the task simple.
Example Subject Lines:
- “Update Contact Us Page with New Address”
- “Update Email 4 In Onboarding Automation Sequence”
Why it matters: A clear subject line helps us understand and locate tasks quickly.
E: Explanation
What it is: Describe the specific action or set of actions you’re requesting. Provide the context, including:
- Why the task is being done (objective or purpose).
- What the specific issue, challenge, or result you’re looking for is.
- Resources we need to complete the task (links, files, login details, etc.).
Example Action Description: “We’re launching a new campaign for our winter collection and need a landing page designed. The current placeholder page isn’t converting well. I’ve attached the copy and images for you.”
Why it matters: Clear action descriptions help us understand your needs and avoid unnecessary back-and-forth.
You can also indicate whether this task should be recurring or one-time (though you can always specify this later in our system).
E: Expectations
What it is: Outline your expected results for this task. Let us know your desired timeline, and we’ll confirm if it’s feasible or suggest alternatives.
Where possible, include:
- Examples we can model (pages, screenshots, documents, etc.).
- A checklist of the most critical elements you want included.
Example Standards:
- Example: “Please refer to [link to example page] for the design style.”
- Checklist:
- Mobile-friendly layout.
- Prominent call-to-action button.
- Include testimonials section.
Why it matters: Clear expectations prevent misalignment and ensure we deliver results that meet your needs—with minimal reviews.
By following the T.E.E method, you’ll help us deliver tasks more efficiently, save time on clarifications, and ensure we meet or exceed your expectations.
A Few Important Points To Remember With Each New Email Task
1. Add the Task Type to Your Subject Line – It Should End With The Keyword “…TASK”
Our automation system sorts tasks sent via email by looking for the keyword “TASK” in the subject line.
Help us by specifying the task type in your subject line, like:
- “WEB TASK – Update Contact Us Page”
- “CREATIVE MARKETING TASK – New Social Media Banner”
- “SEO TASK – Fix A Broken Link”
- “AUTOMATION TASK – Setup A New Lead Delivery Email”
2. Use a Unique Subject Line for Each Task
Think of your subject line as the headline of a news story—it should be unique, informative, and attention-grabbing. Our system organizes tasks by subject line, so reusing an old one is like trying to fit new wine into old bottles—messy and confusing. Make it fresh, make it specific, and avoid accidental mix-ups.
If the tasks are exactly the same, you can add today’s date at the end, for example:
- “SEO TASK – Fix A Broken Link”
- “SEO TASK – Fix A Broken Link – Jan 1, 2025”
- “SEO TASK – Fix A Broken Link – Dec 4, 2024”
3. Be Crystal Clear with Your Instructions
While we’ve been brushing up on our telepathy, it’s still a work in progress. For now, the best way to get exactly what you want is to be as clear and detailed as possible. Use screenshots, examples, and step-by-step details. Help us help you by skipping the guesswork.
4. Provide All Necessary Logins and Info Upfront
Save yourself (and us) from the email tennis match! Share passwords, files, or any other details we’ll need to complete your task from the get-go. Think of it as packing all the essentials for a road trip—no one wants to turn back because they forgot the snacks.
5. Stay Ready for Follow-Ups
Sometimes we need a little more info to get things just right. Keep an eye on your inbox and be prepared to clarify any fuzzy details. Think of it as a team effort—we ask, you answer, magic happens.
This tiny extra step makes a huge difference in getting your task right faster.
By following these guidelines, you’ll help us breeze through your tasks with speed, precision, and minimal back-and-forth. Remember, we’re all about making things easier for you—and maybe having a laugh or two along the way!
