Personalized Inbox Triage Setup
Build a personalized inbox triage knowledge base through a focused interview, explicit decision rules, and calibration cases.
Before & after
Same prompt, same agent — the only difference is the skill.
I can definitely help you organize your email inbox. That's something that benefits a lot from a systematic approach. But everyone's email needs are different, so before I build a system, I need to understand your patterns. How many emails do you get per day on average? What types of emails are most important — client messages, internal team stuff, sales inquiries, newsletters? Do you have any existing rules or labels? How much time do you want to spend on email daily? Also, what's your response style — do you prefer to write quick replies or detailed messages? And what counts as urgent for you? Some people care most about revenue-impacting emails, others prioritize internal team communication. Do you use a particular email provider, or are you flexible? Once I understand your business context and priorities, I can set up a triage system that actually sticks. What's your biggest email pain point right now?
INBOX TRIAGE SETUP - INTERVIEW RESULTS BUSINESS CONTEXT Role: VP of Product Incoming: ~150 emails/day Priorities: 1) CEO/board comms, 2) customer escalations, 3) team sync, 4) vendor/ops Brand voice: Direct, concise, no fluff Response time target: <4h on urgent, 24h on routine KNOWLEDGE BASE STRUCTURE FILTER RULES (Gmail) 1. URGENT: From: ceo@company.com, board@*, *escalation* → Star + URGENT label → Auto-reply template: 'Got your message. Responding in 2 hours.' 2. CUSTOMER: domain:customer-domain.com OR subject:*deal* → CUSTOMERS label → Weekly digest on Friday 2pm 3. TEAM SYNC: From: team@*, *standup*, *retro* → TEAM SYNC label → Archive after 3 days 4. VENDOR/OPS: From: aws.amazon.com, stripe.com, *invoice* → OPS label → Auto-sort, review monthly 5. MARKETING: From: *marketing*, *campaign* → Archive to MARKETING label → Newsletter unsubscribe template REPLY TEMPLATES (keyboard shortcuts) • /yesmeeting — Book 15min calendar link • /notmeeting — Delegate with reason • /update — Status update (5 bullets) • /escalate — Escalate to CEO with context DAILY ROUTINE • 9am: Process URGENT (10 min) • 12pm: CUSTOMERS batch (20 min) • 4pm: TEAM SYNC batch (15 min) • Friday: VENDOR review (30 min) DASHBOARD Gmail label counts (refreshed hourly). Weekly report: emails by category + response time. Monthly trend: volume, response speed.
About this skill
Your email assistant keeps treating newsletters as urgent, overlooking important requests, or drafting replies that sound nothing like you. This setup turns your priorities, business context, and writing preferences into a reusable inbox triage knowledge base through an interview that asks one decision at a time.
What it does
- Maps your inbox volume, review cadence, account purposes, and recurring message types.
- Converts vague preferences such as “clients first” into rules with explicit triggers, exceptions, and outcomes.
- Records business facts, approved reply boundaries, and writing preferences without inventing prices or commitments.
- Separates urgency, importance, and action ownership so an important sender does not make every message an emergency.
- Checks the draft rules against realistic calibration cases before calling the setup ready.
- Refreshes changed sections while preserving confirmed preferences and surfacing obsolete rules.
What you get
A portable Markdown knowledge base with priority rules, response guidance, unresolved assumptions, and expected decisions for calibration cases. You can paste it into a future triage session or save it where your email workflow expects its configuration.
Best for
People setting up email assistance for the first time, business owners with recurring customer and operational email, and anyone whose existing triage keeps making the same wrong calls.
SKILL.md preview
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name: personalized-inbox-triage-setup
description: 'Build a personalized inbox triage knowledge base through a one-question-at-a-time interview, explicit decision rules, and calibration cases. Use when the user says "set up my inbox", "configure email triage", "build my email knowledge base", "onboard my email assistant", "my inbox assistant keeps flagging everything as urgent", "my email priorities have changed", or "refresh my inbox rules".'
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# Personalized Inbox Triage Setup
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