Email to Task Conversion and Prioritization Template

More office-management templates

Streamline your email management process by converting emails into tasks and prioritizing them effectively. This template guides you through setting up email integration, creating filtering rules, and testing the system to ensure accurate task conversion.

With this system in place, you can efficiently manage inquiries, quotations, and other important correspondences, while keeping your team informed and trained on the new workflow.

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Email to Task Conversion and Prioritization for Priority Matrix

Email to Task Conversion and Prioritization in Priority Matrix

Convert emails into tasks and prioritize them to ensure no important correspondence is missed.

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Proposed Tasks

Urgent and Important

  • Set up Email Integration due in 2 days
    ☐ Research email integration options ☐ Choose best option for our needs ☐ Set up email integration
  • Create Email Filtering Rules due in 1 week
    ☐ Identify common types of important emails ☐ Create filtering rules to automatically flag these emails
  • Test Email Integration due in 10 days
    ☐ Send test emails ☐ Confirm emails are correctly converted into tasks

Important, Not Urgent

  • Prioritize Emails due in 2 weeks
    ☐ Sort emails into Eisenhower quadrants ☐ Assign priority levels to each task
  • Train Staff on New System due in 3 weeks
    ☐ Explain new system to staff ☐ Train staff on using new system ☐ Answer any questions

Urgent, Not Important

  • Monitor System for 1 month
    ☐ Check daily for any issues ☐ Make adjustments as necessary

Not Urgent, Not Important

  • Review System after 1 month
    ☐ Evaluate system effectiveness ☐ Make any necessary changes
  • Regularly Update Email Filtering Rules due every 3 months
    ☐ Review types of emails received ☐ Update filtering rules as necessary
  • Regularly Review Prioritization System due every 6 months
    ☐ Ensure prioritization system is still effective ☐ Make any necessary changes
  • Regularly Train Staff on any System Changes due every 6 months
    ☐ Explain any changes to staff ☐ Train staff on any new procedures ☐ Answer any questions