Email to Task Automation System Template

More hotels-and-resorts templates

Ensure that no important email from guests or team members slips through the cracks by automating the conversion of emails into actionable tasks. This template guides you through selecting the right tools, setting up filters and rules, integrating the system, and training your team.

By following this template, you can enhance efficiency and accuracy in managing requests, ultimately improving guest satisfaction and team productivity.

Get this template on priority matrix

Email to Task Automation System for Priority Matrix

Email to Task Automation System in Priority Matrix

Automate email to task conversion to ensure no guest or team member request is overlooked.

You can start using Email to Task Automation System or other Hotels-And-Resorts Project Templates with Priority Matrix in just a few steps:

  1. Click to sign in or create an account in the system
  2. Start adding your items to the matrix
  3. If you prefer to use the Mac and Windows app download Priority Matrix and take your data with you
If you have any questions and you can't find the answer in our knowledge base, don't hesitate to contact us for help.


Proposed Tasks

High Impact, Quick Wins

  • Define Criteria for Important Emails
    ☐ Identify what constitutes an 'important' email ☐ Develop a list of keywords or phrases that trigger the automation
  • Research Email to Task Automation Tools
    ☐ Identify potential tools for automating email-to-task conversion ☐ Evaluate each tool's features, costs, and compatibility with current systems ☐ Select the most suitable tool
  • Set up Email Filters and Rules
    ☐ Set up email filters based on the defined criteria ☐ Create rules for automatic forwarding or processing of these emails

High Impact, Long Term

  • Integrate Automation Tool with Email System
    ☐ Install and set up the chosen automation tool ☐ Integrate the tool with the email system
  • Test Email to Task Automation
    ☐ Send test emails to verify the automation works correctly ☐ Adjust settings or rules as necessary
  • Train Team on New System
    ☐ Explain the new system to the team ☐ Demonstrate how to use and manage the automated tasks ☐ Provide resources for further learning

Low Impact, Quick Wins

  • Collect Feedback from Team
    ☐ Ask team members for their feedback on the new system ☐ Make improvements based on their suggestions
  • Monitor and Adjust System as Needed
    ☐ Regularly check the system's performance and accuracy ☐ Make adjustments to filters, rules, or settings as necessary

Low Priority / Etc.

  • Maintain Documentation of System
    ☐ Document the setup process and any changes made ☐ Keep a record of any issues encountered and how they were resolved
  • Plan for Future Upgrades or Changes
    ☐ Stay informed about updates to the automation tool ☐ Plan for any necessary upgrades or changes to the system