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This post isn’t really about me.
It’s about how to work effectively in a team– whether you’re part of a digital marketing agency, a sports team, a church group, or any kind of organization where collaboration matters.
Working as a team, not in isolation
I receive hundreds of messages a day. But this isn’t about my inbox. It’s about building a strong team where the right people handle the right things.
That’s why we created the Level 1 guide— so every new team member can learn how to function as part of a team. It’s not just for virtual assistants. It’s for anyone who hasn’t worked in a team before or who defaults to messaging me directly instead of following team communication principles.
We make exceptions, of course, for clients. They’re paying for access, and it would be unreasonable to ask them to navigate our internal structure. But internally, we should never be paying to provide private coaching and QA to team members who bypass the process.
The RACI framework
In any well-functioning team, roles are clearly defined using the RACI model:
- Responsible– The person doing the work.
- Accountable– The one ultimately answerable.
- Consulted– People who provide input.
- Informed– Those who just need to be kept in the loop.
Too often, I get messages sent only to me– not because I’m the right person to handle them, but because newer team members haven’t yet learned what it means to operate within a team framework. This is especially true when someone messages me directly assuming I’m the only one who can help.
You almost never need to message only me.
This behavior creates bottlenecks and breaks down the structure we’ve worked hard to build. It also erodes accountability when everyone assumes I’m the fallback.
Always consider the bigger picture– this is what the RACI framework is for and we emphasize it heavily in the Level 1 Virtual Assistant Course. Learn more about how to put it into practice here: Practice RACI Always
Email done right
If you need to inform me of something, copy me (Cc)– that’s what the “I” in RACI is for.
But don’t expect a response from me unless it’s absolutely critical. My goal is to build a team that functions independently, without me needing to be the firefighter for every issue. We achieve this when everyone follows the communication principles outlined in our guides.
Don’t do this:
- Send an email just to me asking for input, decisions, or updates.
Do this instead:
- Loop in the right RACI roles so the message goes to the person responsible, with me copied only if needed.
The “reply all” trap
Just as bad as the “message only Dennis” mistake is the “reply all” habit.
Hitting “Reply All” to every email doesn’t show teamwork– it creates noise. It makes it harder for the right people to focus, and it blurs accountability. If everyone’s copied, then no one owns the task.
So be thoughtful:
- Who needs to take action?
- Who should stay informed?
- Who can be left out?
This is how high-performing teams communicate– with clarity and intention.
Final thought
If you’ve been messaging only me, don’t worry– you’re not alone. Many people who haven’t worked in structured teams fall into this trap. But now you know better.
We created the Level 1 Specialist Course exactly for this reason. Read it. Practice RACI. Respect the team. Work smarter– together.
Dennis Yu
Dennis Yu is a former search engine engineer who has spent a billion dollars on Google and Facebook ads for Nike, Quiznos, Ashley Furniture, Red Bull, State Farm, and other organizations that have many locations.
He has achieved 25% of his goal of creating a million digital marketing jobs because of his partnership with universities, professional organizations, and agencies. Companies like GoDaddy, Fiverr, onlinejobs.ph, 7 Figure Agency, and Vendasta partner with him to create training and certifications.
Dennis created the Dollar a Day Strategy for local service businesses to enhance their existing local reputation and make the phone ring. He's coaching young adult agency owners who serve plumbers, AC technicians, landscapers, roofers, electricians in conjunction with leaders in these industries.
Mr. Yu believes that there should be a standard in measuring local marketing efforts, much like doctors and plumbers need to be certified and licensed. His Content Factory training and dashboards are used by thousands of practitioners.