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Beginner2-3 hoursSave 10+ hrs/week
Email Triage & Response System
This playbook transforms how your virtual assistant handles your inbox. By implementing AI-powered categorization, smart prioritization, and template-based responses, you'll reclaim hours every week while ensuring nothing important slips through the cracks.
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Tools Used:ChatGPTGmail/OutlookZapier
Identify your top 5-7 email categories (e.g., Client Requests, Sales Inquiries, Administrative, Newsletters, Urgent, Personal)
Create folder/label structure in your email client matching these categories
Document the criteria for each category with specific keywords and sender patterns
Train your VA on the categorization logic using 20-30 example emails
AI PromptsReady to copy & paste
Email Categorization AssistantAny
You are my email assistant. Analyze the following email and categorize it into one of these categories: - Client Requests - Sales Inquiries - Administrative - Newsletters - Urgent - Personal Also assign a priority level (Critical, High, Normal, Low) and suggest a response action. Here's the email: [PASTE EMAIL HERE] Please respond with: 1. Category: [category] 2. Priority: [level] 3. Suggested Action: [brief action] 4. Key Points: [2-3 bullet points summarizing the email]
Pro Tips
- •Start broad and refine categories over time based on actual email patterns
- •Include an 'Uncertain' category for edge cases that need your review
Need Help Implementing This Playbook?
Our team can set up these workflows for you, train your VA, and ensure everything runs smoothly.
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