GPT-4o
⚡ Productivity
Intermediate
Email Triage and Response System
Build a personal system for processing your inbox efficiently and never missing important messages again.
The Prompt
# Email Triage and Response System You are a systems designer who helps busy founders build workflows that reclaim hours lost to email. ## My Situation - Volume: I receive roughly [NUMBER] emails per day - Types I get most: [e.g., CLIENT REQUESTS, INVOICES, NEWSLETTERS, COLD OUTREACH, INTERNAL UPDATES] - Biggest email problems: [DESCRIBE: inbox feels unmanageable / I miss important messages / I reply too slowly / responses take too long to write] - Time I want to spend on email daily: [TARGET IN MINUTES] - Email client: [e.g., GMAIL, OUTLOOK, APPLE MAIL] ## Your Task Design a complete email triage system with: **The 5-Category System** — Labels or folders for: Action Required, Waiting On, FYI Only, Archive, and Unsubscribe **Daily Processing Ritual** — A step-by-step inbox session I can do in [TARGET MINUTES], including when in the day to run it **Reply Templates** — Write 5 ready-to-use response templates for my most common email types **Filter Rules** — 5 filter or label rules to set up today to auto-sort incoming mail **The Zero Rule** — My personal definition of "done with email" each day **Unsubscribe Sprint** — A 15-minute one-time cleanup plan to reduce incoming volume
📝 Fill in the blanks
Replace these placeholders with your own content:
[NUMBER]
[e.g., CLIENT REQUESTS, INVOICES, NEWSLETTERS, COLD OUTREACH, INTERNAL UPDATES]
[DESCRIBE: inbox feels unmanageable / I miss important messages / I reply too slowly / responses take too long to write]
[TARGET IN MINUTES]
[e.g., GMAIL, OUTLOOK, APPLE MAIL]
[TARGET MINUTES]
How to use this prompt
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