# Inbox Triage System

A one-page kit for the daily Sweep, Draft, Track routine. Fill it in once, then run it in about ten minutes a day.

## 1. My sweep settings

- Inbox I am sweeping: [WORK / PERSONAL INBOX]
- How many messages per sweep: [15-20]
- Sweep time each day: [TIME]
- Messages I never hand off (conflict, hiring, money, legal): [LIST]

## 2. My voice

Paste two or three short emails you have sent that sound like you.

- Sample 1: [PASTE]
- Sample 2: [PASTE]
- Sample 3: [PASTE]

## 3. My reply bank

One-line instructions for replies you write over and over.

- Decline politely and offer [ALTERNATIVE]
- Ask for the missing [FILE / INFO] by [DATE]
- Confirm the meeting on [DAY] at [TIME]
- [YOUR OWN REPLY]

## 4. Waiting on

| Person | About | Date asked | Follow up on |
| --- | --- | --- | --- |
| [NAME] | [TOPIC] | [DATE] | [DATE] |
| [NAME] | [TOPIC] | [DATE] | [DATE] |

## Ready-to-paste prompts

**Sweep (senders and subject lines only, no message bodies):**

```
Here are the sender and subject lines of my recent emails: [PASTE LIST]
For each one, tell me whether it most likely needs: A) a personal reply from me,
B) a routine reply I could draft quickly, C) no reply, or D) unclear, I should
open it. Give a one-line reason each. If you can't tell, say D.
```

**Draft a reply in your voice:**

```
Here are two examples of how I write: [PASTE SAMPLES]
Here is an email I received: [PASTE, WITH NAMES AND DETAILS REMOVED]
Draft a reply that says: [WHAT I WANT TO SAY]. Under [NUMBER] words, one clear
next step. Do not add commitments, dates, or prices I haven't given you. If you
need information, ask me instead of guessing.
```

## How to use this in 10 minutes

1. (2 min) Open your inbox and copy the last 15 senders and subjects. Run the sweep prompt.
2. (5 min) Open every A and D item yourself. Pick one B item, add your one-line instruction, and edit the draft until you would happily send it.
3. (3 min) Add anything you are now waiting on to the table above.

AI drafts, you decide. Nothing gets sent without your eyes on it. Do not paste confidential or customer information into tools your workplace has not approved.

From Breazely — free, plain-spoken AI training. breazely.com