Have you used AI to sort an inbox into "needs a decision", "I can handle" and "FYI"?

Copilot in Outlook or Gemini in Gmail can summarize threads and draft replies, so you can hand your executive one short digest each morning.

How to automate it

How to automate “triage my executive's inbox and draft replies”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min

typically, every day

50%

of the time can be automated

Easy

to set up

Fix 1 of 2

AIBest fix

Use AI to sort your executive's inbox into a daily digest

Copilot in Outlook or Gemini in Gmail can summarize threads and draft replies, so you hand your executive one short digest of what needs them.

Typically saves about 35% of the time30 min to set up

1Agree three labels with your executive: Needs you, I will handle, FYI.
2Set up rules for the obvious ones (newsletters, notifications).
3Each morning, use Copilot "summarize" or paste key threads into an approved AI with the prompt below.
4Send the digest at a set time and draft replies for the "I will handle" pile.

Prompt to copy

Below are emails from my executive's inbox. Sort each into: NEEDS DECISION (what decision, by when), I CAN HANDLE (suggested reply in one line), or FYI. Then write a short morning digest listing the NEEDS DECISION items first, most urgent at the top, one line each. Do not invent deadlines.

Emails:
[PASTE]

Tools: Copilot in Outlook · Gemini in Gmail · ChatGPT, Claude, Gemini or Microsoft Copilot

Fix 2 of 2

Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up

1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
2Turn off desktop and phone notifications for email.
3Pick two or three set times a day to process the inbox to zero.
4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

Quick wins

Have you tried…

Have you used AI to sort an inbox into "needs a decision", "I can handle" and "FYI"?: Copilot in Outlook or Gemini in Gmail can summarize threads and draft replies, so you can hand your executive one short digest each morning.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Executive assistant

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