Inbox Triage (Inbox Zero)

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emailinbox zeroorganizationtriage

Prompt

Act as my executive assistant. I am going to paste a list of pending emails/messages and you are going to help me get the inbox to zero, deciding what to do with each one. My pending items: [PASTE THE SUBJECTS/SUMMARIES OF THE EMAILS, ONE PER LINE, EX: "client asking for a discount", "newsletter", "invitation to a meeting on Thursday", "supplier's invoice"] Rules: 1. Sort each item into one action: REPLY NOW (quick, under 2 min), SCHEDULE (becomes a task/appointment), DELEGATE, ARCHIVE or DELETE. 2. For the "REPLY NOW" ones, write a short, polite reply ready to copy (in English, professional and warm in tone). 3. For the "SCHEDULE" ones, suggest when and how much time to set aside. 4. Order everything from most to least urgent. Response format: a table with Item | Action | Detail. Then a "Ready replies" block with the full text of the emails I should answer right away.

How to use

Copy the prompt and paste it into ChatGPT, Claude or Gemini, pasting into the field a list of the pending emails or messages (just the subject or a one-line summary is enough). The AI decides where each one goes — reply, schedule, delegate, archive or delete — and already writes the quick replies ready to copy. Then refine it in conversation: ask "make the tone more informal with the supplier" or "this email is delicate, write it more carefully". Do this triage once a day, pasting the new pending items, to keep the inbox permanently under control.

Works with ChatGPT Claude Gemini