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The goal of the CEO inbox is to operate at Inbox Zero: every message is either acted on, delegated, archived, or deleted. The CEO inbox acts as a task list until work is migrated to a dedicated task management system. The inbox has multiple readers; sending emails is done by the CEO.
Inbox messages
If an email remains in the inbox, it requires attention from the company. This includes:
- Pending actions
- Replies still needed
- Follow-ups awaiting confirmation
- Tasks not yet completed or delegated
An email in the inbox is considered an open item.
Message processing
Daily workflow
Before the CEO starts work (5am when in US, or about 8am when in the EU) follow the steps below to review the CEO's inbox. Repeat these steps halfway your workday, and just before you sign off. This ensures urgent items are surfaced, discussions retain context, and all pending work remains visible.
The aim is to establish situational awareness and take immediate action when you have high confidence on what the next step is (creating an event, staging a reply, etc.).
- Check new messages and process each one:
- Identify urgent or time-sensitive items.
- Note any messages that require a direct CEO response.
- Identify items that can be delegated or require coordination.
- Match inbox items with open tasks, and keep tasks updated with context.
- Prepare a short summary for the daily touch-base, including all emails that contain meeting requests.
Please note: When creating meetings, always include the agenda in the calendar invite to maintain clarity and preserve context. Add any relevant background information, and ensure the agenda is shared with external participants.
Inbox logic
Items in Archive
An archived email is considered fully resolved. This means:
- All required actions were completed
- Replies were sent
- Follow-ups were delegated or closed
- No further attention is required
- Meeting invites have been accepted
Archiving reflects our commitment to maintaining a clear, trustworthy system of record. This practice enables the CEO inbox to operate with an Inbox Zero mindset, minimizing noise and ensuring focus remains on the work that matters.
Items to Delete
Some items don't need to be kept and will only create noise long term. These can be deleted rather than archived. Examples include:
- Cold outbound emails
- Generic marketing or sales blasts
- Auto-generated notifications with no relevance
- Duplicate messages
- System alerts that require no action
- Thank-you confirmations or acknowledgments with no follow-up needed
Delete anything that provides no lasting value, does not inform future decisions, and does not need to be part of the CEO's system of record.
Drafting Messages
While the CEO inbox is read by multiple people, sending of messages is done by the CEO. Drafting replies or new messages, however, is a shared responsibility. If an executive assistant feels over 80% certain what the CEO's reply would be, be optimistic, and draft a reply.
Guidelines for Drafting Messages
When drafting any email for CEO review:
- Use a short, clear, and appropriate subject line that reflects the purpose of the email.
- Ensure all recipient email addresses are accurate and verified.
- Keep the message concise, clear, and straight to the point.
- Include proper links where necessary (documents, calendar invites, reference materials, etc.).
- Maintain a professional and context-preserving tone consistent with FlowFuse standards.
Introductions
When investors, advisors, or stakeholders leverage their network to introduce the company to a potential partner or client, they should always utilize the double opt-in method, which involves privately asking both parties for permission and providing brief context before making the connection.
Once both sides agree, the stakeholder sends a concise introductory email highlighting the value of the connection and formally handing over the reins. The recipient (usually the company founder or representative) should reply promptly to take control of the thread. In this reply, it is standard professional etiquette to first thank the introducer and explicitly state that they are being moved to BCC (e.g., "Thanks so much for the introduction, Sarah! Moving you to BCC to spare your inbox."); this acknowledges the favor while freeing the stakeholder from the ensuing back-and-forth. Finally, the response should pivot directly to the new contact by briefly reiterating the purpose of the connection and providing a clear, frictionless call to action to book a meeting, typically by suggesting two or three specific time slots or providing a direct calendar scheduling link.