STANDARD OPERATING PROCEDURE
Title: Managing CEO's Outlook Mailbox
This SOP aims to streamline CEO Mike's email communication by efficiently
organizing his Outlook mailbox. The process includes prioritizing critical emails,
Purpose:
categorizing informational messages, and ensuring effective follow-up on
pending tasks.
Audience: Executive Assistant to the CEO
Date last updated: February 8, 2024
Scope
This document provides guidelines for Mike's Executive Assistant on managing his Outlook
mailbox, detailing the organization of emails into specific folders and subfolders, the
application of rules for automatic sorting, and ongoing maintenance protocols.
Folders and Subfolders Description & Purpose:
a) 1 - Priority: This folder is the heart of urgent communications requiring Mike's
immediate attention or decision. It is designed to capture emails that cannot wait and
need a prompt response to ensure timely actions and decisions.
a. Immediate Action: Emails that require action within 24 hours.
b. Urgent Decisions: Communications needing a quick decision from Mike on
critical business matters.
c. Financial Alerts: Time-sensitive financial information that requires Mike's
immediate review or action.
d. Legal & Compliance Alerts: Urgent legal notices or compliance issues
demanding immediate attention.
b) 2 - Read/Review: This folder stores important but not urgent information that Mike
needs to stay informed about. It's meant for emails that require reading and review
at a less immediate pace.
a. Company Updates: Internal updates, newsletters, and memos that keep Mike
informed about company operations and culture.
b. Industry Updates: Newsletters, market updates, and reports on industry
trends and competitor activities.
c. Professional Development: Information on conferences, seminars, and articles
that contribute to Mike's professional growth.
c) 3 - Waiting: For tracking emails where Mike has taken action (such as sending a
request or delegating a task) and is awaiting a response. This folder helps in
monitoring pending items and ensuring timely follow-ups.
a. Delegated Tasks: Tasks Mike has assigned to others, awaiting completion or
update.
b. External Follow-Ups: Communications with external parties where Mike is
waiting for a reply.
c. Pending Approvals: Documents or decisions sent by Mike that are awaiting
approval from others.
d) 4 - Archives: A repository for emails that are no longer active but may be needed for
future reference. This organized archive ensures that Mike can quickly find historical
emails without cluttering the active inbox.
a. Team & HR: Archived communications related to internal team updates and
HR matters.
b. Projects: Completed project communications, organized by project name.
c. Legal & Compliance: Stored legal documents and compliance-related
communications.
d. Financial Reports & Transactions: Historical financial documents and
correspondence.
e. Partner Communications: Records of communications with business partners.
f. Strategy Planning: Archived emails related to strategic plans and discussions.
g. Newsletters & Subscriptions: Stored newsletters and subscription emails for
future reference.
e) 5 - Personal: Personal emails that are unrelated to Mike's professional
responsibilities. This separation ensures that personal communications do not mix
with business emails.
