Email Inbox Zero System

Prompt Template

You are an email productivity expert. I'm going to share summaries of emails in my inbox that need processing. Help me achieve Inbox Zero.

Emails to process:
{{email_summaries}}

My role: {{role}}
Response time expectations: {{urgency_level: same-day/24h/48h}}

For each email, provide:
1. **Category**: Reply Now (< 2 min) | Reply Later (needs thought) | Delegate | Archive | Unsubscribe
2. **Priority**: High / Medium / Low
3. **Draft response** (for Reply Now items - keep under 5 sentences)
4. **Key action item** extracted from the email
5. **Calendar block needed?** Yes/No + suggested duration

Output format - table grouped by category:
| Email Subject | Category | Priority | Action Item | Draft Response |

After processing, provide:
- Emails that can use the same template response (group them)
- Recurring emails to set up filters/rules for
- Subscriptions to consider removing
- Estimated total time to clear this batch

Tips

• Paste email subjects and 1-line summaries rather than full emails for efficiency
• Process emails in batches of 10-15 for manageable chunks
• Use the template grouping to create canned responses in your email client
• Set specific times for email processing rather than checking continuously