Email Management and Automation

Email: Your Biggest Time Sink and Biggest Opportunity

Average knowledge worker: 28% of workday on email (2.6 hours). AI can cut that in half. This module shows you how.

The Email Automation Stack

Level 1: Native tools (Free)

• Gmail filters and labels
• Outlook rules and categories
• Priority inbox
• Scheduled sending

Level 2: AI-enhanced (Free-$10/mo)

• ChatGPT for drafting
• AI email summaries
• Smart categorization

Level 3: Premium tools ($20-30/mo)

• Superhuman (AI-powered email client)
• SaneBox (smart filtering)
• Shortwave (AI triage)

Start with Level 1+2. Upgrade only if email is critical to your role.

Smart Filtering System

The goal: Separate signal from noise automatically.

Create these labels/folders:

@Action Required (needs your response)

• From: Direct clients
• From: Your boss
• To: Only you (not CC'd)
• Keywords: "need your input", "can you", "deadline"

@FYI (read when you have time)

• CC'd emails
• Team updates
• Automated reports

@Newsletters (batch-read weekly)

• From: known newsletter senders
• Keywords: "unsubscribe", "newsletter"

@Notifications (automated, archive immediately)

• From: no-reply@
• Subject: "notification", "alert", "has been"

@Waiting (expecting responses)

• Manually move here after sending important emails
• Review daily

Gmail filter setup:

1. Settings → Filters → Create new filter
2. Set criteria (from, to, keywords)
3. Choose action: Apply label, Skip inbox, Mark as read
4. Test before applying to existing emails

Result: Inbox shows only @Action Required. Everything else auto-filed.

AI Email Drafting Workflow

System: ChatGPT + Text expander

Step 1: Create prompt templates

Save these in a note or text expander:

Template 1: Quick response

Draft a brief, professional email response to this:
[paste email]

My response should:
- [your main point]
- Tone: [friendly/formal/etc]

Template 2: Complex reply

Draft an email responding to this inquiry:
[paste email]

Key points to address:
1. [point]
2. [point]
3. [point]

Tone: Professional but warm
Length: 2-3 short paragraphs
Include: Clear next steps

Template 3: Follow-up

Draft a follow-up email for this conversation:
[paste original thread]

Purpose: [check in/request update/etc]
Tone: Friendly, not pushy
Length: Brief (2-3 sentences)

Step 2: Use ChatGPT to draft

• Copy email
• Paste into template
• Get draft in 10 seconds
• Quick edit for personalization
• Send

Time: 30 seconds vs. 3 minutes from scratch

Batch Email Processing

Instead of: Checking email constantly
Do: Process in batches 2-3x per day

Morning batch (9am):

• Quick scan for urgent (@Action Required)
• Respond to time-sensitive items
• Archive/delete noise

Midday batch (1pm):

• Process @Action Required inbox
• Use AI to draft responses
• Send batched replies

End-of-day batch (4pm):

• Final check for urgent
• Preview tomorrow's calendar
• Set up next day

Turn off notifications between batches.

The Two-Minute Rule

If it takes <2 min: Do it now

• Quick confirmations
• Simple yes/no answers
• Forward to correct person

If it takes >2 min: Schedule or delegate

• Add to task list
• Schedule time to handle properly
• Don't half-ass a response

AI makes more emails <2 min:

• Drafts appear instantly
• Quick personalization
• Send

Email Templates Library

Create templates for common scenarios:

Client check-in:

Subject: Checking in on [project]

Hi [Name],

Hope you're doing well! Quick check-in on [project name].

[Status update in 1-2 sentences]

Next steps:
- [Step 1]
- [Step 2]

Let me know if you have any questions or concerns.

Best,
[Your name]

Meeting follow-up:

Subject: Great meeting - Next steps

Hi [Name],

Thanks for the productive conversation today! Here's a quick summary:

We discussed:
- [Point 1]
- [Point 2]

Action items:
- [Name]: [Task] by [date]
- [Name]: [Task] by [date]

I'll send [deliverable] by [date].

Thanks!
[Your name]

Polite decline:

Subject: Re: [Original subject]

Hi [Name],

Thanks for reaching out! Unfortunately, [reason you can't do this] at this time.

[Optional: Suggest alternative]

I appreciate you thinking of me!

Best,
[Your name]

Save 10-15 templates. Use AI to customize each instance.

Priority Inbox Setup

Gmail Priority Inbox:

• Gmail → Settings → Inbox → Priority Inbox
• Gmail learns what's important based on:
  • Who you email frequently
  • Which emails you open
  • Keywords you interact with
• Review weekly, train by marking important/not important

Superhuman-style triage:

• Keyboard shortcuts for everything
• Daily goal: Inbox zero
• Schedule emails to reappear when you can act
• Bundle similar emails

Auto-responders and Snippets

Gmail canned responses:

• Settings → Advanced → Enable "Templates"
• Compose email → Save draft as template
• Reuse with Compose → Templates → Insert

Text expander (Mac/PC):

• TextExpander, PhraseExpress, Alfred
• Type shortcut: expands to full text
• Example: ";thanks" expands to "Thanks for reaching out! I appreciate..."

Common snippets:

• Meeting scheduling: ";meet"
• Thanks for intro: ";intro"
• Following up: ";followup"
• Out of office: ";ooo"
• Signature: ";sig"

AI Email Summarization

For long email threads:

Prompt:

Summarize this email thread in 3 bullet points focusing on:
1. What the person wants
2. Key context
3. What I should do

[paste thread]

For daily digest:

Prompt:

Here are the 15 emails I received today.
Categorize by urgency and summarize each:

[paste emails]

Format:
**Urgent:**
- [Email 1]: [Summary]

**This week:**
- [Email 5]: [Summary]

**FYI:**
- [Email 9]: [Summary]

Unsubscribe Aggressively

Rule: If you haven't read last 3 emails, unsubscribe

Tools:

• Unroll.me (controversial due to privacy)
• Clean Email
• Manual: Use search "from:[sender]" → Select all → Unsubscribe

Goal: Only subscribe to newsletters you actually read

Email Scheduling Strategy

Don't send immediately. Schedule for optimal times:

Benefits:

• Write emails when you're focused
• Send when recipient is likely to read
• Batch composition, distribute sending

Optimal send times (general):

• Tuesday-Thursday: 10am or 2pm
• Avoid: Monday mornings, Friday afternoons
• Match recipient's timezone

Gmail: Compose → Schedule send → Pick time

The Email Dashboard

Track these metrics monthly:

• Emails received: [number]
• Time spent on email: [hours]
• Inbox zero days: [X/30]
• Response time (avg): [hours]

Goal: Trend downward on first 3, stable on last.

Advanced: Email to Task Automation

Zapier automation:

Option 1: Star → Task

• Trigger: Starred email in Gmail
• Action: Create task in Todoist/Asana

Option 2: Label → Task

• Trigger: Email labeled "@Action"
• Action 1: ChatGPT extracts action and deadline
• Action 2: Create task with extracted info

Option 3: Forward → Task

• Forward to custom email (Zapier provides)
• Zapier parses and creates task

Achieving Inbox Zero

Daily routine (15 min, 2x per day):

1. Delete (5 min):

   • Bulk delete notifications, spam
   • Unsubscribe from junk

2. Delegate (3 min):

   • Forward to right person
   • CC: yourself if you need to track

3. Defer (4 min):

   • Star or label for later
   • Add to task list if >2 min work

4. Do (3 min):

   • Quick responses (<2 min each)
   • Use AI drafts

Inbox zero = All emails processed, not necessarily answered

Common Email Automation Wins

Scenario 1: Client inquiries

• Before: 5-10 min per response
• After: AI draft in 30 sec, personalize 30 sec
• Savings: 70-80%

Scenario 2: Internal updates

• Before: 3 hrs/week reading, responding
• After: Filters + daily digest summary
• Savings: 2 hrs/week

Scenario 3: Meeting scheduling

• Before: 4-5 email back-and-forth
• After: Calendar link in signature
• Savings: 90% of scheduling emails eliminated