Email to Task Conversion Project Template

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In the fast-paced mining and resources industry, it's crucial to ensure that important communications are not lost. This template helps you transform emails into actionable tasks, ensuring that all critical information is accounted for and that action items are promptly addressed.

By following this template, you will set up an efficient system to filter, categorize, and convert emails into tasks, train your team on this new system, and continuously monitor and improve its performance.

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Email to Task Conversion Project for Priority Matrix

Email to Task Conversion Project in Priority Matrix

Turn important emails into actionable tasks to ensure nothing falls through the cracks.

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Proposed Tasks

Critical Emails, Immediate Action

  • Task 1: Set Up Email Filtering System - due in 2 days
    ☐ Identify critical keywords ☐ Set up email filters based on keywords ☐ Test the filtering system
  • Task 2: Identify Key Senders - due in 3 days
    ☐ Identify key senders ☐ Set up VIP list ☐ Test sender filters

Important Emails, Requires Planning

  • Task 10: Quarterly System Review - every 3 months
    ☐ Conduct comprehensive system review ☐ Identify areas for improvement ☐ Implement changes
  • Task 3: Create Task Management System - due in 1 week
    ☐ Choose a task management software ☐ Set up task categories ☐ Test task creation and assignment
  • Task 4: Set Up Email to Task Conversion - due in 2 weeks
    ☐ Identify conversion criteria ☐ Set up conversion rules ☐ Test email to task conversion
  • Task 5: Train Team on New System - due in 3 weeks
    ☐ Prepare training material ☐ Conduct training sessions ☐ Gather feedback

Minor Emails, Quick Actions

  • Task 6: Monitor System Performance - ongoing
    ☐ Set up performance metrics ☐ Regularly review system performance ☐ Make necessary adjustments
  • Task 8: Weekly Review of System - ongoing
    ☐ Conduct weekly review of system ☐ Address any issues ☐ Make necessary adjustments

Non-urgent Emails / Etc.

  • Task 7: Address Non-Urgent Emails - ongoing
    ☐ Review non-urgent emails ☐ Convert to tasks if necessary ☐ Archive or delete as appropriate
  • Task 9: Monthly Performance Report - ongoing
    ☐ Compile monthly performance data ☐ Prepare performance report ☐ Present report to management