Stakeholder Email Management Template

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Effective stakeholder communication is crucial for successful local government transformations. This template helps you turn stakeholder emails into actionable tasks, ensuring that no communication falls through the cracks.

By following the steps outlined, you can set up email filters, train your team, establish communication protocols, and regularly review the system to improve efficiency and responsiveness.

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Stakeholder Email Management for Priority Matrix

Stakeholder Email Management in Priority Matrix

Turn emails into tasks to ensure all stakeholder communication is tracked and actioned appropriately.

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Proposed Tasks

Low Priority / For Reference

  • Task 1 due in 1 day: Set up email filters
    ☐ Subtask1 Create filters to categorize emails based on sender and subject matter. ☐ Subtask2 Test filters to ensure accuracy.
  • Task 3 due in 2 days: Establish communication protocol
    ☐ Subtask1 Define guidelines for responding to stakeholder emails. ☐ Subtask2 Communicate protocol to team.
  • Task 8 due in 2 days: Set up automatic replies
    ☐ Subtask1 Create automatic replies for emails that can be immediately addressed. ☐ Subtask2 Test automatic replies to ensure accuracy.
  • Task 4 due in 3 days: Monitor email traffic
    ☐ Subtask1 Regularly check email inbox for new stakeholder communications. ☐ Subtask2 Ensure all emails are properly categorized and actioned.
  • Task 2 due in 1 week: Train team on email management system
    ☐ Subtask1 Demonstrate how to use filters and convert emails into tasks. ☐ Subtask2 Provide materials for reference.
  • Task 5 due in 1 week: Regularly review email management system
    ☐ Subtask1 Evaluate the effectiveness of the email management system. ☐ Subtask2 Make necessary changes to improve efficiency.
  • Task 7 due in 2 weeks: Create email templates
    ☐ Subtask1 Develop templates for common email responses. ☐ Subtask2 Share templates with team.
  • Task 9 due in 3 weeks: Create a backup system
    ☐ Subtask1 Establish a system to backup all stakeholder emails. ☐ Subtask2 Ensure all team members understand how to use the backup system.
  • Task 6 due in 1 month: Review stakeholder communication
    ☐ Subtask1 Analyze stakeholder emails to identify common queries or concerns. ☐ Subtask2 Address these in future communications to reduce email volume.
  • Task 10 due in 1 month: Regularly update email filters
    ☐ Subtask1 Review and adjust email filters as necessary. ☐ Subtask2 Communicate any filter changes to the team.