[{"data":1,"prerenderedAt":1018},["ShallowReactive",2],{"handbook-\u002Fhandbook\u002Foperations\u002Fceo-ops\u002Finbox-management\u002F":3,"handbook-nav":256},{"id":4,"title":5,"body":6,"description":248,"extension":249,"meta":250,"navigation":251,"path":252,"seo":253,"stem":254,"__hash__":255},"handbook\u002Fhandbook\u002Foperations\u002Fceo-ops\u002Finbox-management.md","Inbox Management",{"type":7,"value":8,"toc":230},"minimark",[9,18,23,26,42,45,49,54,57,66,113,119,123,127,130,155,158,162,165,185,188,192,195,200,203,220,224,227],[10,11,12,13,17],"p",{},"The goal of the CEO inbox is to operate at ",[14,15,16],"strong",{},"Inbox Zero",": every message is\neither acted on, delegated, archived, or deleted. The CEO inbox acts as a task\nlist until work is migrated to a dedicated task management system. The inbox has\nmultiple readers; sending emails is done by the CEO.",[19,20,22],"h2",{"id":21},"inbox-messages","Inbox messages",[10,24,25],{},"If an email remains in the inbox, it requires attention from the company. This\nincludes:",[27,28,29,33,36,39],"ul",{},[30,31,32],"li",{},"Pending actions",[30,34,35],{},"Replies still needed",[30,37,38],{},"Follow-ups awaiting confirmation",[30,40,41],{},"Tasks not yet completed or delegated",[10,43,44],{},"An email in the inbox is considered an open item.",[19,46,48],{"id":47},"message-processing","Message processing",[50,51,53],"h3",{"id":52},"daily-workflow","Daily workflow",[10,55,56],{},"Before the CEO starts work (5am when in US, or about 8am when in the EU) follow\nthe steps below to review the CEO's inbox. Repeat these steps halfway your\nworkday, and just before you sign off. This ensures urgent items are surfaced,\ndiscussions retain context, and all pending work remains visible.",[10,58,59,60,65],{},"The aim is to establish situational awareness and take immediate action when you\nhave high confidence on what the next step is (creating an event,\n",[61,62,64],"a",{"href":63},"#drafting-messages","staging a reply",", etc.).",[67,68,69,93,96,99,102,110],"ol",{},[30,70,71,72],{},"Check new messages and process each one:\n",[27,73,74,87],{},[30,75,76,77,81,82,86],{},"Determine whether to act, delegate, ",[61,78,80],{"href":79},"#items-in-archive","archive",", or ",[61,83,85],{"href":84},"#items-to-delete","delete",".",[30,88,89,90,92],{},"Cold outbound messages: ",[61,91,85],{"href":84}," (not archive).",[30,94,95],{},"Identify urgent or time-sensitive items.",[30,97,98],{},"Note any messages that require a direct CEO response.",[30,100,101],{},"Identify items that can be delegated or require coordination.",[30,103,104,105,109],{},"Match inbox items with ",[61,106,108],{"href":107},"\u002Fhandbook\u002Foperations\u002Fceo-ops\u002Ftask-managment","open tasks",", and keep tasks updated with context.",[30,111,112],{},"Prepare a short summary for the daily touch-base, including all emails that contain meeting requests.",[10,114,115,118],{},[14,116,117],{},"Please note:"," When creating meetings, always include the agenda in the\ncalendar invite to maintain clarity and preserve context. Add any relevant\nbackground information, and ensure the agenda is shared with external\nparticipants.",[19,120,122],{"id":121},"inbox-logic","Inbox logic",[50,124,126],{"id":125},"items-in-archive","Items in Archive",[10,128,129],{},"An archived email is considered fully resolved. This means:",[27,131,132,135,138,141,144,147],{},[30,133,134],{},"All required actions were completed",[30,136,137],{},"Replies were sent",[30,139,140],{},"Follow-ups were delegated or closed",[30,142,143],{},"No further attention is required",[30,145,146],{},"Meeting invites have been accepted",[30,148,149,150,154],{},"Receipts have been forwarded per the ",[61,151,153],{"href":152},"\u002Fhandbook\u002Fpeopleops\u002Fexpenses\u002F#company-credit-card","Expenses"," handbook",[10,156,157],{},"Archiving reflects our commitment to maintaining a clear, trustworthy system of\nrecord. This practice enables the CEO inbox to operate with an Inbox Zero\nmindset, minimizing noise and ensuring focus remains on the work that matters.",[50,159,161],{"id":160},"items-to-delete","Items to Delete",[10,163,164],{},"Some items don't need to be kept and will only create noise long term. These can\nbe deleted rather than archived. Examples include:",[27,166,167,170,173,176,179,182],{},[30,168,169],{},"Cold outbound emails",[30,171,172],{},"Generic marketing or sales blasts",[30,174,175],{},"Auto-generated notifications with no relevance",[30,177,178],{},"Duplicate messages",[30,180,181],{},"System alerts that require no action",[30,183,184],{},"Thank-you confirmations or acknowledgments with no follow-up needed",[10,186,187],{},"Delete anything that provides no lasting value, does not inform future\ndecisions, and does not need to be part of the CEO's system of record.",[50,189,191],{"id":190},"drafting-messages","Drafting Messages",[10,193,194],{},"While the CEO inbox is read by multiple people, sending of messages is done by\nthe CEO. Drafting replies or new messages, however, is a shared responsibility.\nIf an executive assistant feels over 80% certain what the CEO's reply would be,\nbe optimistic, and draft a reply.",[196,197,199],"h4",{"id":198},"guidelines-for-drafting-messages","Guidelines for Drafting Messages",[10,201,202],{},"When drafting any email for CEO review:",[27,204,205,208,211,214,217],{},[30,206,207],{},"Use a short, clear, and appropriate subject line that reflects the purpose of the email.",[30,209,210],{},"Ensure all recipient email addresses are accurate and verified.",[30,212,213],{},"Keep the message concise, clear, and straight to the point.",[30,215,216],{},"Include proper links where necessary (documents, calendar invites, reference materials, etc.).",[30,218,219],{},"Maintain a professional and context-preserving tone consistent with FlowFuse standards.",[19,221,223],{"id":222},"introductions","Introductions",[10,225,226],{},"When investors, advisors, or stakeholders leverage their network to introduce the\ncompany to a potential partner or client, they should always utilize the double\nopt-in method, which involves privately asking both parties for permission and\nproviding brief context before making the connection.",[10,228,229],{},"Once both sides agree, the stakeholder sends a concise introductory email\nhighlighting the value of the connection and formally handing over the reins.\nThe recipient (usually the company founder or representative) should reply\npromptly to take control of the thread. In this reply, it is standard\nprofessional etiquette to first thank the introducer and explicitly state that\nthey are being moved to BCC (e.g., \"Thanks so much for the introduction, Sarah!\nMoving you to BCC to spare your inbox.\"); this acknowledges the favor while\nfreeing the stakeholder from the ensuing back-and-forth.\nFinally, the response should pivot directly to the new contact by briefly\nreiterating the purpose of the connection and providing a clear, frictionless\ncall to action to book a meeting, typically by suggesting two or three specific\ntime slots or providing a direct calendar scheduling link.",{"title":231,"searchDepth":232,"depth":232,"links":233},"",4,[234,236,240,247],{"id":21,"depth":235,"text":22},2,{"id":47,"depth":235,"text":48,"children":237},[238],{"id":52,"depth":239,"text":53},3,{"id":121,"depth":235,"text":122,"children":241},[242,243,244],{"id":125,"depth":239,"text":126},{"id":160,"depth":239,"text":161},{"id":190,"depth":239,"text":191,"children":245},[246],{"id":198,"depth":232,"text":199},{"id":222,"depth":235,"text":223},"The goal of the CEO inbox is to operate at Inbox Zero: every message is\neither acted on, delegated, archived, or deleted. 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