Email to Task Conversion for Civic Design Project Template

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Turn your project-related emails into actionable tasks to ensure important details are not overlooked. This template helps you set up email filtering rules, identify key senders, and convert emails into tasks within your project management tool.

By following this structured approach, you can streamline your workflow, assign tasks efficiently, and review progress regularly to keep your civic design projects on track.

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Email to Task Conversion for Civic Design Project for Priority Matrix

Email to Task Conversion for Civic Design Project in Priority Matrix

Convert emails into actionable tasks for civic design projects, ensuring no important details are missed.

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Proposed Tasks

High Impact, Quick Wins

  • Set Up Email Filtering Rules (Due in 2 days)
    ☐ Identify common keywords in project-related emails ☐ Set up rules to automatically filter these emails into a specific folder
  • Identify Important Senders (Due in 1 week)
    ☐ Make a list of all important senders whose emails often contain actionable tasks ☐ Set up a rule to highlight these emails

High Impact, Long Term

  • Convert Emails into Tasks (Starts in 1 week, ongoing)
    ☐ Turn identified actionable items from emails into tasks within the project ☐ Assign tasks to team members
  • Daily Email Review (Starts in 1 week, ongoing)
    ☐ Review the filtered emails daily ☐ Identify any actionable tasks

Low Impact, Quick Wins

  • Weekly Task Review (Starts in 2 weeks, ongoing)
    ☐ Review the tasks weekly to ensure progress ☐ Adjust tasks as needed based on project evolution
  • Monthly Email Rule Review (Starts in 1 month, ongoing)
    ☐ Review the email filtering rules monthly ☐ Adjust rules as needed based on project evolution and email trends

Low Priority / Etc.

  • Email Delegation (Due in 1 month)
    ☐ Train a team member on the email to task process ☐ Delegate the task to them
  • Project Completion (Due in 6 months)
    ☐ Ensure all tasks are completed ☐ Review the project for any missed details
  • Post-Project Review (Due in 6 months 1 week)
    ☐ Review the project to identify any improvements for the email to task process ☐ Implement improvements in the next project