Inbox Management

[Madeinsuffolk]

Hello, I'm starting a new role as a Personal Assistant and i'll be looking after 1 person. She has four different 'roles' all with different email accounts....(she's a business owner, she runs a charity and has two other roles).

Does anyone have any advice re/; manage four different accounts and then the labelling within each inbox. I've been brought in for other skills (!) but know that email management is a big time drain for her so I'd really like to get to grips with this! Any advice gratefully received.

Many thanks

Subject headings then sub folders for each role so

• SLT minutes
• Job 1
• Job 2
• Job 3
• Job 4

If you need to do it by job then subject headings then years

• Job 1
• SLT minutes
• 2023

If using outlook could you colour code in categories?

Eg green category is Meeting requests, blue is data requirements, red is important email etc.

She could then choose things that she needs to look at and filter any emails in the inbox to those specific categories

Use Rules in outlook.

I have loads set up, some are automated emails that i don't need to read, just have in case i need to refer to them later. Those go straight into a folder and I never see them in my inbox.

I get CCd into lots of emails which I again don't usually need to prioritise, if I do then they should have sent it to me rather than CCing me. Those ones I have a rule set up that highlights the subject pink so I can see them immediately and skip them in my inbox till I have time.

Some are just crap and easily identifiable crap so I have a rule that sends them to the deleted folder.

I tried having folders for everything and found it hard to manage, definitely do not set up folders for people, people change roles or leave. In the end I found what works for me is just to have stuff I'm working on or need to do in the inbox, everything else either gets deleted when it's done or moved to a 'completed' folder.

Thanks. Some useful ideas.