Task Overview

What: Daily inbox processing and response management

When: 3x daily (9am, 1pm, 5pm)

Who: EA/Assistant

Time Required: 30-45 minutes per session

Prerequisites

• [ ] Access to founder's email account
• [ ] Email signature template
• [ ] VIP contact list
• [ ] Standard response templates

Step-by-Step Process

1. Sort emails using 4D method
   • Delete: Spam, irrelevant subscriptions
   • Delegate: Forward to appropriate team member
   • Do: Quick responses (under 2 minutes)
   • Defer: Flag for founder review
2. Categorize remaining emails
   • Urgent: Red flag, respond within 2 hours
   • Important: Yellow flag, respond within 24 hours
   • FYI: Blue flag, weekly digest for founder
3. Use standard responses for common queries
   • Meeting requests: Check calendar, propose 3 times
   • General inquiries: Use FAQ response bank
   • Partnership requests: Forward to business development

Quality Standards

• [ ] All emails responded to within SLA timeframes
• [ ] Founder only sees urgent/strategic emails
• [ ] Professional tone maintained in all responses
• [ ] No grammar/spelling errors

Success Metrics