Scenario 1: Mr X gives a book to Mrs Y that she thinks Master Z might want to read. She runs to his desk, throws the book at him, says “read this”, and walks away.

OK, it’s a weird scenario. After all, why would Mrs Y do something like that? What’s Master Z going to think? What’s he supposed to do with the book? Why will he think she’s given it to him? Will he be grateful to her? Confused by her? Would he read it?

Scenario 2: Mr X emails Mrs Y an attachment that she forwards on to Master Z with the message “FYI”.

If you didn’t work in the corporate world, you’d think this scenario was equally weird. Again, what’s Master Z supposed to do, think, feel…?

But maybe the weirdest thing of all – the world is full of FYI-loving Mrs Ys …

When you send something FYI, what are you expecting the receiver to do? Read it? File it? Absorb it? Email you their views? Any of these? None? Does it matter?

As I once read, FYI often means “You’re probably not interested in this. But I’ve covered my back by sending it to you”.

So, if we shouldn’t use the words ‘FYI’, what is the best alternative? Well, like most things, it depends. But usually your email should contain at least …

… a scene-set, to give context; and

… an action, to give direction

So, alternatives would include …

‘The attached relates to X that we discussed yesterday. Have a look, and tell me what you think’

‘I received this from X, and think it might help us with X. Check out section 3. Should we change our approach?’

‘Head Office sent the attached to me, concerning X. I haven’t time to read it now, but think it might be interesting to you, because of X. If you agree, have a read and – if appropriate – please feed back anything you think I need to know’

Doing this takes longer than writing ‘FYI’ (though not much, to be honest). But it’s better for the reader – and therefore better for you – to do so. After all, you would never throw a book at someone saying “read this”. So why do the equivalent when you email?

Action point

There are none this week. It’s just FYI.

Only joking. This week’s action point is…

Check your Sent Items. Do you send many FYIs? If so, change to the above two-step approach. Then, when you get improved responses, keep doing it.

When you receive FYIs, save yourself time (and help the sender achieve their objectives) by replying “Thanks for this. What would you like me to do with it?”

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