Email Management System

Create an email management system for [EMAIL SITUATION].

Current Situation:
- Daily email volume: [NUMBER]
- Email accounts: [PERSONAL/WORK/MULTIPLE]
- Current pain points: [PROBLEMS]
- Time spent on email: [HOURS/DAY]
- Goal: [WHAT YOU WANT TO ACHIEVE]

Design a comprehensive email system:

**1. Email Philosophy**

*Core Principle:*
"Email is [how you want to think about email]."

*Response Commitment:*
- Urgent: [Timeframe]
- Important: [Timeframe]
- Other: [Timeframe]

**2. Inbox Organization**

*Folder/Label System:*
| Folder | Purpose | When to Use |
|--------|---------|-------------|
| Action Required | | |
| Waiting For | | |
| Reference | | |
| [Custom] | | |

*Archive Strategy:*
[When and how to archive]

**3. Processing Workflow**

*The 4 D's (for each email):*
1. Delete/Archive: [Criteria]
2. Do: [If takes < 2 minutes]
3. Delegate: [Forward to whom]
4. Defer: [Move to Action folder]

*Processing Steps:*
1. [Step 1]
2. [Step 2]
3. [Step 3]

**4. Time Blocking for Email**

*Scheduled Email Times:*
| Time | Duration | Purpose |
|------|----------|----------|
| [Morning] | 30 min | Process overnight |
| [Midday] | 15 min | Quick check |
| [Afternoon] | 30 min | Clear inbox |

*Email-Free Zones:*
- [Time block 1]
- [Time block 2]

**5. Email Templates**

*Template 1: Standard Response*
```
[Template text]
```

*Template 2: Delay Response*
```
[Template for buying time]
```

*Template 3: Delegation*
```
[Template for forwarding]
```

*Template 4: No/Decline*
```
[Template for declining requests]
```

**6. Filtering & Automation**

*Auto-Filter Rules:*
| Trigger | Action | Purpose |
|---------|--------|----------|
| From: [newsletters] | Move to: Reading | Declutter inbox |
| Subject contains: | | |
| CC'd (not To) | | |

*Unsubscribe Protocol:*
[When and how to unsubscribe]

**7. Writing Effective Emails**

*Subject Line Formula:*
[Action Required/FYI/Request]: [Specific topic]

*Email Structure:*
1. Bottom line up front (BLUF)
2. Context (if needed)
3. Specific request
4. Deadline/timeline
5. Sign-off

*Length Guidelines:*
- If > 5 sentences: Consider call instead
- If complex: Use bullet points

**8. Notification Management**

*Settings:*
- Desktop notifications: [On/Off/Limited]
- Mobile notifications: [On/Off/Limited]
- Sound alerts: [On/Off]

*VIP/Priority:*
[Who gets immediate notification]

**9. Weekly Email Maintenance**

*Weekly Tasks:*
- [ ] Process to zero (or near-zero)
- [ ] Review "Waiting For" folder
- [ ] Unsubscribe from unused lists
- [ ] Update filters as needed

**10. Metrics & Improvement**

*Track:*
- Time spent on email
- Inbox count at end of day
- Response time satisfaction

**11. Recovery Protocol**

*When Inbox Gets Out of Control:*
1. [Step 1]
2. [Step 2]
3. [Step 3]

**12. Tools & Settings**

*Recommended Tools:*
| Tool | Purpose |
|------|----------|
| | |

*Settings to Enable:*
- [ ] [Setting 1]
- [ ] [Setting 2]

Create an email management system for [EMAIL SITUATION].

Current Situation:
- Daily email volume: [NUMBER]
- Email accounts: [PERSONAL/WORK/MULTIPLE]
- Current pain points: [PROBLEMS]
- Time spent on email: [HOURS/DAY]
- Goal: [WHAT YOU WANT TO ACHIEVE]

Design a comprehensive email system:

**1. Email Philosophy**

*Core Principle:*
"Email is [how you want to think about email]."

*Response Commitment:*
- Urgent: [Timeframe]
- Important: [Timeframe]
- Other: [Timeframe]

**2. Inbox Organization**

*Folder/Label System:*
| Folder | Purpose | When to Use |
|--------|---------|-------------|
| Action Required | | |
| Waiting For | | |
| Reference | | |
| [Custom] | | |

*Archive Strategy:*
[When and how to archive]

**3. Processing Workflow**

*The 4 D's (for each email):*
1. Delete/Archive: [Criteria]
2. Do: [If takes < 2 minutes]
3. Delegate: [Forward to whom]
4. Defer: [Move to Action folder]

*Processing Steps:*
1. [Step 1]
2. [Step 2]
3. [Step 3]

**4. Time Blocking for Email**

*Scheduled Email Times:*
| Time | Duration | Purpose |
|------|----------|----------|
| [Morning] | 30 min | Process overnight |
| [Midday] | 15 min | Quick check |
| [Afternoon] | 30 min | Clear inbox |

*Email-Free Zones:*
- [Time block 1]
- [Time block 2]

**5. Email Templates**

*Template 1: Standard Response*
```
[Template text]
```

*Template 2: Delay Response*
```
[Template for buying time]
```

*Template 3: Delegation*
```
[Template for forwarding]
```

*Template 4: No/Decline*
```
[Template for declining requests]
```

**6. Filtering & Automation**

*Auto-Filter Rules:*
| Trigger | Action | Purpose |
|---------|--------|----------|
| From: [newsletters] | Move to: Reading | Declutter inbox |
| Subject contains: | | |
| CC'd (not To) | | |

*Unsubscribe Protocol:*
[When and how to unsubscribe]

**7. Writing Effective Emails**

*Subject Line Formula:*
[Action Required/FYI/Request]: [Specific topic]

*Email Structure:*
1. Bottom line up front (BLUF)
2. Context (if needed)
3. Specific request
4. Deadline/timeline
5. Sign-off

*Length Guidelines:*
- If > 5 sentences: Consider call instead
- If complex: Use bullet points

**8. Notification Management**

*Settings:*
- Desktop notifications: [On/Off/Limited]
- Mobile notifications: [On/Off/Limited]
- Sound alerts: [On/Off]

*VIP/Priority:*
[Who gets immediate notification]

**9. Weekly Email Maintenance**

*Weekly Tasks:*
- [ ] Process to zero (or near-zero)
- [ ] Review "Waiting For" folder
- [ ] Unsubscribe from unused lists
- [ ] Update filters as needed

**10. Metrics & Improvement**

*Track:*
- Time spent on email
- Inbox count at end of day
- Response time satisfaction

**11. Recovery Protocol**

*When Inbox Gets Out of Control:*
1. [Step 1]
2. [Step 2]
3. [Step 3]

**12. Tools & Settings**

*Recommended Tools:*
| Tool | Purpose |
|------|----------|
| | |

*Settings to Enable:*
- [ ] [Setting 1]
- [ ] [Setting 2]