Coach’s journal · Team practices
A place to begin
Make clear whether a message informs, requests review, asks for a decision, shares risk or calls for action. For a decision, offer the deadline, key facts, options and recommendation. Test whether this reduces unnecessary exchanges, and remove reports that no longer serve a purpose.
A message without an expected response
You read a long update but cannot tell whether it needs action. The sender waits while the recipient believes the exchange is complete. Check whether the expected next step was shared.
Repeated requests in different formats may also sit behind late reporting. Open up one actual report before deciding that someone needs to be more diligent.
Use five purposes as conversation starters
FYI informs; REVIEW requests review; DECISION asks for judgment; RISK shares a concern; ACTION requests action. The point is a shared expectation, not more labels.
Use the language your team understands. Does review imply approval? Does information sharing require a response? Discuss the meaning behind the word.
Offer context for a decision
State what must be decided and when, then key facts, options and a recommendation. Include what the recipient needs to choose, and separate uncertainty from confirmed information.
If the manager always rebuilds the request, explain the thinking needed. If the form is complete but authority remains unclear, examine the decision structure rather than adding fields.
Find reporting you can remove
Ask which reports have no clear reader or use. Before automation, look for information entered once instead of repeatedly, or a check that can be removed.
HR can review clarity, repeated requests and time available for meaningful judgment, alongside efficiency. Can the leader check less while still hearing important risk in time?
Questions about this topic
Must we use all five tags?
Start where confusion is greatest. Shared meaning is more useful than a full set of labels.
What belongs in a decision request?
The decision and deadline, key facts, options and recommendation. Agree the detail needed for the situation.
Why not automate reporting first?
Automation may preserve unnecessary or duplicated work. Explore removing, simplifying and standardizing before choosing useful automation.