How to Have Your Assistant Manage Your Email

Are you drowning in a sea of emails? Does the mere thought of managing your inbox stress you out? Well, it's time to take control and delegate!

In this article, I'll walk you through the process of effectively delegating your email management to your assistant.

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Step 1: Choose Your Tool

Start by selecting the email platform you and your assistant will use. Popular choices include Gmail, Outlook, and other tools that suite your preferences. Ensure that your assistant has access to this platform. If you're concern about sharing your passwords, you may explore tools password managing tools like bitwarden or 1Password .

Step 2: Set Up Delegation

If you're using Google Workspace, you can delegate access to your inbox without sharing your log in credentials. Configure delegation settings to grant your assistant access to your inbox. (Check resources for you at the end)

Step 3: Create a Label System

Establish a labeling system to organize your emails. This could include labels like "Action Needed", "To Read", "Client Emails", "Sent by Assistant" and etc. Customize labels based on your specific needs. (Check resources for you at the end)

Step 4: Implement Filters

If you have an existing system for filters, you can train your assistant or walk them through the process of how you do it, so they can study and familiarize themselves with the entire process. On the other hand, you may ask your assistant to build and set up filters to automatically categorize incoming emails. For example, filter client emails based on their email addresses or filter emails containing specific keywords. This streamlines the sorting process for your assistant. (Check resources for you at the end)

Step 5: Automate Unsubscribe

Let your assistant handle every email to unsubscribe, especially if it doesn't interest you. These emails can be newsletters or promotional emails that can be unsubscribed from automatically. This will streamline your inbox by having your assistant handle unsubscribe requests for irrelevant emails.

Step 6: Conduct a 10% Test

Initiate a 10% test to provide feedback to your assistant as they start managing your emails. Review a portion of the emails they've handled to ensure they're on the right track before they proceed further and make sure to give feedback as needed.

Step 7: Create Email Templates

Let you assistant develop and create templates for common email inquiries or responses. This includes responses to business inquiries, job applications, or frequently asked questions. These templates help your assistant efficiently on your behalf.

Step 8: Establish Daily Syncs

Schedule daily check-ins or syncs initially to monitor your assistant's progress. Use screen-sharing tools to review how they manage your emails and provide guidance as well as give feedback as needed.

Step 9: Document Procedures

Have your assistant document email management procedures in a standard operating procedure (SOP) document. This serves as a reference for them and future assistants, ensuring consistency in email handling.

Step 10: Iterate and Improve

Regularly review and update your email management processes. Look for ways to optimize efficiency, incorporate new tools or technologies, and refine procedures based on feedback and experience.

Delegating email management to your assistant may seem daunting at first, but with the right systems in place, it can greatly streamline your workflow and free up valuable time. Embrace the process of delegation and enjoy a more organized and stress-free inbox!

Now that you have the steps, it's time to take action. Delegate your email management and reclaim control of your time and productivity!

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