Process Library

Daily Inbox Triage

A repeatable inbox-triage routine that surfaces what is urgent, drafts the routine replies, and keeps a clean signal-to-noise ratio.

Admin & Office 6 steps
When to use

A few fixed times each weekday for anyone managing a busy inbox.

Trigger
Runs when: Fixed inbox windows each weekday

The procedure

6 steps

  1. Batch-archive obvious newsletters and spam in one pass.
  2. Flag anything from a priority contact or client as needing attention.
  3. Separate urgent (financial, escalation, time-sensitive) from routine but reply-needed.
  4. Draft replies for the routine items in the right voice; hold urgent ones for a human decision.
  5. Summarize team and vendor threads into action items.
  6. Set the next triage window before closing the inbox.
Outputs
  • Drafted replies queued for approval
  • An inbox-health summary with counts and the oldest unanswered item
  • An alert for anything urgent sitting too long
Tools
EmailTask list
Note: No reply is also an answer. A thread dormant for two weeks can drop off the triage queue without guilt.
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inbox triage sop email management process inbox zero checklist email triage assistant email sop

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