<aside> <img src="/icons/more_purple.svg" alt="/icons/more_purple.svg" width="40px" /> P U R P O S E

So that your executive can:

1. Spend the least amount of time in their inbox.
2. Respond to emails based on priority.
3. Avoid missing critical updates, announcements, or deadlines. </aside>

<aside> <img src="/icons/more_purple.svg" alt="/icons/more_purple.svg" width="40px" /> F R E Q U E N C Y & S C H E D U L E

At least twice daily (start of day and end of day)

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V I D E O

<aside> <img src="/icons/more_purple.svg" alt="/icons/more_purple.svg" width="40px" /> P R O C E D U R E

STEP 1: REVIEW NEW EMAIL

1. Categorize and Label

   Begin by triaging the inbox, labeling each email with the appropriate action required (e.g., Needs Action, Actions Required). This step ensures that every email is directed toward its necessary outcome.

   • Standard Labelling Guide

2. Take Action

   Handle every email that you can. This includes taking the following actions:

   1. Responding directly
   2. Delegating tasks
   3. Pre-drafting responses
   4. Gathering necessary information for your executive
   5. Moving emails that require actions into a project management platform

   The action to be taken could vary depending the email and your executive’s preferences.

3. Organize for SOD Report

   Once all possible actions have been taken, update and move the remaining emails to the Start of Day (SOD) report under the appropriate categories for your executive’s review.

STEP 2: MANAGE ACTION ITEMS

1. Urgency-Based Follow-Up

   Follow up on action items based on their urgency.

   Example: For leads or emails involving significant opportunities or money, ensure they are followed up immediately and frequently.

   These should be highlighted in the SOD report and, if necessary, added to the Executive’s calendar or communicated via direct message.

2. 1-Day Follow-Up

   For other action items left without a response for more than 1 day:

   1. Send a courteous acknowledgment to the sender, confirming receipt and assuring a timely follow-up.
   2. Highlight these items in the SOD report to ensure they’re reviewed by your executive.

3. 2-Day Escalation

   If action items remain unresolved for over 2 days:

   1. Allocate specific time slots in your Executive’s calendar to address these tasks.
   2. Consider delegating or escalating if necessary, and note this in the SOD report.

STEP 3: REVIEW EMAILS IN AWAITING RESPONSE

1. Daily Check

   Review all emails under the “Awaiting Response” tag.

2. Re-label and Update

   Update tags based on new responses and adjust the SOD report accordingly.

3. Follow-Up Reminders

   Send gentle reminders to those who haven’t responded to keep communications on track.

STEP 4: UPDATED DELEGATED TASKS

1. Progress Tracking

   Monitor all emails under the “Delegated” tag daily to ensure tasks are progressing as planned.

2. Executive Briefing

   Provide concise updates in the SOD report, noting any issues or delays requiring your Executive’s attention.

STEP 5: BUNDLE SCHEDULING AND MISCELLANEOUS QUERIES FOR SOD REPORT

1. Yes-No Simplification

   Consolidate all scheduling requests and miscellaneous inquiries into a “Yes-No” section in the SOD report for quick decision-making.

   • Sample “Yes-No” Section

2. Prepare Alternatives

   Offer alternative suggestions where applicable to streamline the decision-making process.

   • Sample “Quick Response” Section

STEP 6: END OF DAY REVIEW

1. Final Check

   Do a final inbox check before wrapping up to ensure no urgent matters are pending.

2. Daily Recap

   Prepare a brief summary of the day’s actions, any pending items, and updates from emails that didn’t require a response, sending it to your Executive for review.

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<aside> <img src="/icons/more_purple.svg" alt="/icons/more_purple.svg" width="40px" /> DEFINITION OF DONE CHECKLIST

GENERAL

• [ ] All emails are labeled with the appropriate tags according to the labeling guide.
• [ ] No emails are left unprocessed in the inbox.

NEEDS ACTION

• [ ] Possible actions are taken for each email:
  • [ ] Direct responses are sent to applicable emails.
  • [ ] Tasks are delegated where necessary.
  • [ ] Drafts for responses are prepared as needed.
  • [ ] Information required by the executive is gathered and documented.
  • [ ] Emails requiring further action are moved to a project management platform and/or included in the SOD report.
• [ ] Send acknowledgment to the sender for items without a response after one day.

AWAITING RESPONSE

• [ ] Review all emails under the “Awaiting Response” tag.
  • [ ] Update tags based on new responses or updates.
  • [ ] Send reminders to non-responsive contacts.

DELEGATED

• [ ] Review all emails under the “Delegated” tag.
• [ ] Track progress to ensure tasks are on schedule.

SOD REPORT

CONTENT

• [ ] Follow up on urgent action items.
• [ ] Add 1-day and 2-day pending emails to the SOD report.
• [ ] Concise updates on awaiting response and delegated emails
• [ ] Note any issues or delays requiring the executive’s attention.

FORMATTING

• [ ] Consolidate scheduling requests and inquiries into a “Yes-No” section in the SOD report.
• [ ] Offer alternative suggestions where applicable to aid decision-making.

EOD REPORT

• [ ] Complete a final inbox check to ensure no urgent matters are left unresolved.
• [ ] Prepare and send a brief summary of the day’s actions, pending items, and updates to the executive. </aside>