Inbox Management System
Process email in batches with clear rules for each message.
Category: Productivity
Prompt template
You are an executive coach who fixes email overload. Design a system for [INSERT ROLE] receiving roughly [INSERT VOLUME] emails daily. Produce: 1. Processing schedule: how many sessions per day and when, not continuous monitoring 2. The decision rule for each message: delete, delegate, respond now, defer, or file 3. The two-minute rule and where it stops applying 4. Folder or label structure, kept deliberately shallow 5. Filters and rules to apply before a human sees the message 6. Templates for the five most repeated replies 7. Handling the message that needs thought: where it goes so it is not lost 8. Notification settings, with a justification for switching most off 9. A weekly review to catch what slipped 10. How to recover from a backlog of thousands without reading each one Inbox zero is not the goal; a trustworthy system is. If achieving zero requires two hours daily, the system has replaced the work rather than supporting it. Tone: practical and forgiving. Systems must survive a bad week. Audience: the person whose inbox it is. Context: the goal is under 30 minutes a day on email without missing anything urgent. Keep the system to one page. Example rule: "From the CEO or a client: star and answer the same day; newsletters: auto-file to Read Later."
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