Email-to-Task Project Management Template

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This template helps Graduate Assistants turn important emails into manageable tasks, ensuring no crucial communication is overlooked. Follow a step-by-step process to set up email filtering, choose a task management tool, and integrate the two systems to streamline your workflow.

By using this template, you can organize tasks by priority, review and update them regularly, and continuously improve the email-to-task process. This ensures efficient management and timely action on all important communications.

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Email-to-Task Project Management for Priority Matrix

Email-to-Task Project Management in Priority Matrix

Turn emails into tasks to ensure no important communication is missed.

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Proposed Tasks

High Priority, Immediate Action

  • Task 1: Set up Email Filtering Rules (due in 1 day)
    ☐ Identify important senders ☐ Set up rules to flag important emails ☐ Test email filtering rules
  • Task 2: Research Task Management Tools (due in 3 days)
    ☐ Identify potential tools ☐ Evaluate tool features ☐ Select suitable tool

High Priority, Scheduled Action

  • Task 3: Set Up Task Management Tool (due in 1 week)
    ☐ Create account ☐ Customize settings ☐ Import current tasks
  • Task 4: Link Email and Task Management Tool (due in 1.5 weeks)
    ☐ Set up integration ☐ Test email-to-task conversion ☐ Adjust settings as necessary
  • Task 5: Organize Tasks by Priority (due in 2 weeks)
    ☐ Identify high priority tasks ☐ Assign due dates ☐ Set reminders

Low Priority, Immediate Action

  • Task 6: Review and Update Tasks Weekly (ongoing)
    ☐ Review completed tasks ☐ Update remaining tasks ☐ Add new tasks

Low Priority, Scheduled Action

  • Task 10: Continuous Improvement (ongoing)
    ☐ Regularly seek feedback ☐ Make continuous improvements
  • Task 7: Monthly Review of Email-to-Task Process (ongoing)
    ☐ Assess efficiency of process ☐ Identify areas for improvement ☐ Make necessary adjustments
  • Task 8: Training on New Process (due in 1 month)
    ☐ Prepare training materials ☐ Conduct training session ☐ Address questions and concerns
  • Task 9: Follow-up on Training (due in 1.5 months)
    ☐ Assess understanding and application of new process ☐ Provide additional training if necessary