Email Management & Prioritization Template

Email Management & Prioritization in Priority Matrix

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

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Proposed Tasks

Urgent and Important

• Follow up on tasks - ongoing task
  ☐ Follow up on tasks ☐ Ensure tasks are completed
• Identify action items in emails - ongoing task
  ☐ Identify action items in emails ☐ Create tasks for these items
• Review tasks daily - ongoing task
  ☐ Review tasks created from emails daily ☐ Re-prioritize tasks as necessary
• Set aside time for email management - due in 1 day
  ☐ Identify best time for email management ☐ Block this time on calendar
• Set up email to task automation - due in 2 days
  ☐ Research tools for email to task automation ☐ Choose the most suitable tool ☐ Set up the automation
• Set up email filters - due in 3 days
  ☐ Identify common types of emails ☐ Create filters for these types

Important, Not Urgent

• Delegate tasks as necessary - ongoing task
  ☐ Identify tasks that can be delegated ☐ Delegate these tasks
• Set up priority inbox - due in 2 days
  ☐ Identify important senders ☐ Set up priority inbox for these senders
• Set up reminders for tasks - due in 2 days
  ☐ Identify tasks that require reminders ☐ Set up reminders for these tasks
• Organize inbox - due in 1 week
  ☐ Sort emails by sender ☐ Archive old emails ☐ Create folders for different types of emails
• Create email templates - due in 2 weeks
  ☐ Identify common types of responses ☐ Create templates for these responses
• Review and adjust system - due in 1 month
  ☐ Review effectiveness of system ☐ Make adjustments as necessary
• Review email security - due in 1 month
  ☐ Review email security settings ☐ Update passwords if necessary
• Train team on email management - due in 2 months
  ☐ Create training materials ☐ Conduct training session
• Review email analytics - due in 3 months
  ☐ Review email analytics ☐ Identify trends and make adjustments as necessary
• Conduct email audit - due in 6 months
  ☐ Conduct audit of email management system ☐ Identify areas for improvement

Urgent, Not Important

• Clean up inbox weekly - ongoing task
  ☐ Delete unnecessary emails weekly ☐ Archive completed tasks
• Unsubscribe from unnecessary newsletters - due in 1 day
  ☐ Identify unnecessary newsletters ☐ Unsubscribe from them
• Set up auto-responses - due in 1 week
  ☐ Identify situations for auto-responses ☐ Set up auto-responses for these situations

Neither Urgent nor Important

• Manage spam - ongoing task
  ☐ Regularly check spam folder ☐ Mark legitimate emails as not spam ☐ Report spam emails