Gmail for Executive + Virtual Assistants

(Part of our Organize Gmail Into An Effortless Task Manager guide)

One of the most valuable ways you can help your boss is protecting them from the overwhelming onslaught of email. Sucking out their poison, as it were...

But you don't need to suffer as well! With ActiveInbox, you can turn Gmail into an effortless task manager, treat emails as tasks, and delegate them between you and your boss as you see fit.

Not already sharing your Gmail account?

ActiveInbox works best when you're both working in the same Gmail account (your boss').

You can do this safely with Gmail's Account Delegation.

Protect your professional integrity

You'll never forget anything important again. Emails can be treated as tasks with a due date reminder, and added to project folders (so you can rise above the flurry of 100s of emails, and get a fresh perspective over Gmail, seeing just a handful of project folders to be finished).

Your Today list is above your inbox, and can be sorted into manageable chunks so you can glide through your day.

Always follow up if you don't get a reply in 2 days. It's both impressive, and means you never waste time writing an email that doesn't get a reply.

Not 100% sure who someone is? Not a problem, when you're writing an email, you can instantly check all your communication history with a single click.

Delegate ownership between you and your boss

Create a custom Metadata Type, called ‘Users'. And create a user for you, and for your boss. You'll then be able to sort your Today list by User, to see just tasks you've assigned for yourself, and your boss can do the same. Or go in and see all tasks for yourself, and sort your task list by due date, or folder, or priority level.

A typical workflow would be for you to summarize the email into Sub Tasks and Notes, then switch the owner to your boss to approve. They can approve and switch it back to you.

This back & forth can also be used to decide who will reply.

Privately share steps to close a task

You can add Sub Tasks and Notes to an email, that only you and your boss will see (assuming you're in the same account!). Neither of you will need to read, or re-read, a long conversation thread - it'll all be summarized into actionable steps.