Have you had AI draft a reply to a tricky or routine email?

You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.

How to automate it

How to automate “sort through and reply to email”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

45 min

typically, every day

45%

of the time can be automated

Easy

to set up

Fix 1 of 2

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up

1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
2Paste the email thread, or use the built-in "draft reply" button.
3Tell it the point you want to make in one line.
4Read the draft, fix anything wrong, and send.

Prompt to copy

Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

Fix 2 of 2

Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up

1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
2Turn off desktop and phone notifications for email.
3Pick two or three set times a day to process the inbox to zero.
4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

Quick wins

Have you tried…

Have you had AI draft a reply to a tricky or routine email?: You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

CEO / Founder General Manager / VP Department head / Director People manager / Team lead Chief of Staff Sales Development Rep (SDR / BDR)Account Executive Account Manager Inside Sales Rep Sales Manager Sales Ops / RevOps Marketing Manager / Generalist Content / Social Media Demand Gen / Performance Marketing Brand / Graphic Design PR / Communications Support Team Lead / Manager Customer Success Manager Implementation / Onboarding Specialist Operations manager Project manager Program manager / PMO Operations coordinator AP / AR specialist Staff accountant Controller / accounting manager FP&A analyst Payroll specialist CFO / finance manager Recruiter HR generalist HR business partner People ops / HRIS specialist Learning & development specialist Office manager Receptionist / front desk Administrative assistant In-house counsel Contract manager Paralegal / legal operations Compliance manager Procurement / purchasing specialist IT support / Helpdesk Product manager Agency Account / Client Manager Agency Project Manager Consultant Accountant / Bookkeeper (firm)Paralegal / Legal Assistant Attorney / Lawyer (firm)Insurance Agent / Broker Agency / Staffing Recruiter Practice / clinic manager Medical billing / coding specialist Physician / clinician Dentist Veterinarian Construction project manager Estimator Dispatcher / service coordinator Construction office admin / project coordinator Production supervisor Quality / QA inspector Plant / operations manager Inventory / supply planner Fleet / transport dispatcher Purchasing / buyer Store / shift manager District / area manager School administrator Government caseworker / clerk Program manager / coordinator Fundraiser / development officer Social worker / case manager Property manager

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