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📋 Standard Operating Procedure — Client Inbox Management
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Document Owner:
John Michael 'Sevi' Sevilla
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Version:1.0
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Last Updated:June 2026
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Purpose:To standardize daily email inbox management for clients
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Tools Required:
Gmail / Outlook, Google Sheets, Notion
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STEP-BY-STEP PROCESS
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Step #TaskDescriptionTime Est.ToolPriority
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01Check InboxOpen client email. Scan all new emails received since last check.5 minGmail/Outlook🔴 High
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02Delete SpamIdentify and delete promotional, spam, or irrelevant emails immediately.3 minGmail/Outlook🔴 High
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03Label & CategorizeApply labels: Urgent / Follow-Up / FYI / Waiting / Invoices / Client.5 minGmail/Outlook🔴 High
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04Reply to UrgentDraft and send replies to emails marked Urgent within 2 hours.15 minGmail/Outlook🔴 High
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05Log EmailsRecord important emails in tracking sheet: Date, Sender, Subject, Action.5 minGoogle Sheets🟡 Medium
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06Schedule Follow-upsAdd follow-up reminders to calendar for emails awaiting response.3 minGoogle Calendar🟡 Medium
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07Update NotionLog completed tasks and pending items in client's Notion board.5 minNotion🟡 Medium
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08Archive HandledMove all resolved/actioned emails to Archive or Done folder.2 minGmail/Outlook🟢 Low
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09End-of-Day ReportSend client a brief daily summary: emails handled, pending items, flags.5 minEmail/Slack🔴 High
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10Weekly CleanupEvery Friday: unsubscribe from unwanted lists, archive old threads.10 minGmail/Outlook🟢 Low
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📝 NOTES & REMINDERS
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✦ Always maintain a professional, friendly tone in all email replies.
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✦ Never delete emails without client approval — archive instead.
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✦ Flag any financial invoices or contracts immediately to the client.
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✦ If unsure how to reply, draft the message and ask client to review first.
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✦ Check inbox at minimum twice daily: 8AM and 2PM client timezone.
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