Project Communication Management Template

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Streamline your project communications by converting emails into tasks. This template ensures that no important communication is missed and that all emails are actioned promptly. By setting up email integration, creating rules, and testing conversions, project managers can enhance their efficiency and responsiveness.

Follow the step-by-step guide to monitor, adjust, and refine the email-to-task system, train your team, collect feedback, and document the process for future reference.

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Project Communication Management for Priority Matrix

Project Communication Management in Priority Matrix

Turn emails into actionable tasks to ensure important communications are tracked and addressed.

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Proposed Tasks

Urgent & Important

  • Task 1: Set up Email Integration
    ☐ Connect Email to Priority Matrix ☐ Test Email Integration
  • Task 2: Create Email Rules
    ☐ Identify Common Email Subjects ☐ Create Rules for Email-to-task Conversion
  • Task 9: Refine Email Rules
    ☐ Refine Rules Based on Feedback ☐ Test New Rules

Important, Not Urgent

  • Task 10: Track Progress
    ☐ Monitor Progress of Email-to-task System ☐ Report Progress to Stakeholders
  • Task 3: Test Email-to-task Conversion
    ☐ Send Test Email ☐ Check if Email Converts into Task
  • Task 4: Adjust Email Rules
    ☐ Identify Any Misconversions ☐ Adjust Rules Accordingly

Urgent, Not Important

  • Task 5: Monitor Email-to-task Conversion
    ☐ Regularly Check Conversion Success ☐ Make Necessary Adjustments
  • Task 6: Train Team on New System
    ☐ Explain Email-to-task System to Team ☐ Answer Any Questions

Neither Urgent Nor Important

  • Task 8: Create Documentation
    ☐ Document Process for Future Reference ☐ Share Documentation with Team
  • Task 7: Review System After One Month
    ☐ Collect Feedback from Team ☐ Make Necessary Adjustments