Inbox manager in review mode that learns from your edits

How this helps you

Your inbox turns into a short decision list with drafts ready, and the drafts get closer to your own writing each week.

✦ Try it

Build me an inbox manager Bot called [name]. Connect my Gmail, Slack and [other messaging tools]. Every morning at [6:00 AM], sort my messages into folders using [my system, or mirror what you see in my inbox]. Draft replies in my voice for anything that needs me, using my past sent emails as examples, and send me a short list of what needs my decision. Don't send anything yourself. Every Friday, compare the drafts you wrote with what I actually sent: the words I cut, how long my replies are and how I sign off, and update how you write for me. When something urgent comes in, flag it to my chief of staff so it can block time on my calendar.

Fill in: [name]: anything fun. [other messaging tools]: any other inboxes you use. [my system]: your own folder rules, or let it copy your current labels. [6:00 AM]: when you want mail pre-sorted.

What they did

Dan Martell gives inbox work its own Bot instead of piling it onto his chief of staff, because he has several inboxes and wants that context kept in one focused place. He asks his chief of staff to build the inbox manager, connect Gmail, Slack and any other messaging tools, and every morning at 6:00 AM sort messages into folders using the system he already uses, draft replies for anything that needs him in his voice using past sent emails as examples, and send him a short list of what needs his decision. His key advice is to keep it in what he calls review mode for a few weeks: it drafts everything, you send. Then, once a week, it compares its drafts with what you actually sent (words you cut, reply length, how you sign off) and updates how it writes. Finally he has the inbox manager flag anything urgent to his chief of staff, which blocks time on his calendar to handle it.

Who it's for: Anyone who loses the morning to email and Slack and wants drafts they only have to check.

Before you start

A main or chief of staff Bot.
Gmail (or Outlook) and Slack connected.

How to try it

Ask your chief of staff to build the inbox manager with the prompt below. Give it a fun name so you can tell it apart.
Tell it how you sort mail today, or let it mirror the folders and labels it already sees in your inbox.
For the first few weeks, send nothing it drafts without reading it. Edit freely; your edits are the training data.
After a couple of weeks, add the weekly learning step: every Friday it compares its drafts with what you sent and updates its rules.
Add the handoff: urgent items go to your chief of staff, which blocks time on your calendar for them.

What to expect

Each morning a short list of decisions instead of a full inbox, drafts waiting in Gmail for you to check, and after a few Fridays drafts that need fewer edits.

Common mistakes

Letting it send on day one. Dan keeps it draft-only for weeks and only later lets it reply for him.
Skipping the Friday comparison. Without it the drafts don't get closer to how you write.
Mixing inbox work into a Bot that already does lots of other jobs. Our suggestion: one job per Bot keeps its instructions short and clear.

Related tips

Make a write-like-me skill from your sent email: One sentence has a Bot read your sent email, find how you write, and save it as a skill every Bot uses when drafting for you.
Triage and reply to email from the chat: Ask for a brief of emails that need replies, then answer them in one line each.
Start with a chief of staff Bot: Talk to one coordinator Bot and let it hand work to your specialist Bots.