TL/DR:
The average worker spends nearly two hours daily on emails, with 63% checking work emails during weekends.,Utilise ChatGPT to batch responses, saving time and reducing distractions.,Master five AI email management techniques, including declining invitations and throwing tasks back to senders.
Introduction: AI Email Organisation
Are you drowning in emails? The average worker sends 130 emails a week and receives a staggering 368, spending nearly two hours daily on email management. It's time to take control of your inbox and let artificial intelligence (AI) lend a helping hand. Enter ChatGPT, a powerful AI tool that can help you craft perfect email responses in seconds.
In this article, we'll explore five ChatGPT prompts to revolutionise your email management and free up time for more meaningful work.
Politely Decline Invitations,Respond Based on Principles,Appease the Sender,Say "Yes, but Not Yet",Throw It Back to Them
Mastering Email Management with ChatGPT Prompts
- Politely Decline Invitations
Prompt:
Create a response for this email where, in a few polite sentences, you decline the invitation.
Create a response for this email where, in a few polite sentences, you decline the invitation.
Decline unwanted invitations swiftly and politely using ChatGPT. Provide a plausible reason for your unavailability and suggest alternative conditions for acceptance.
- Respond Based on Principles
Prompt (Part 1):
Analyse this text from my bio, company about page, and recent email sent to a [friend/colleague]. From the text please suggest 5 work principles, which are rules I stand by in my role and dealings with colleagues. After giving the principles, ask if they match my personality, and suggest new ones until we agree on a final 5.
Analyse this text from my bio, company about page, and recent email sent to a [friend/colleague]. From the text please suggest 5 work principles, which are rules I stand by in my role and dealings with colleagues. After giving the principles, ask if they match my personality, and suggest new ones until we agree on a final 5.
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Prompt (Part 2):
Using these 5 principles, create a short response to the following email that [agrees/disagrees/accepts/etc with the message]. Respond in the way someone who stands by those principles would respond: [Paste email].
Using these 5 principles, create a short response to the following email that [agrees/disagrees/accepts/etc with the message]. Respond in the way someone who stands by those principles would respond: [Paste email].
Train ChatGPT to respond to emails based on your core work principles. This two-part prompt helps you analyse your professional values and craft responses that align with them.
- Appease the Sender
Prompt: I have received this email from [relationship to you] and I’m not sure how to respond. Suggest a response of 3 sentences or fewer that satisfies the sender and ensures no follow up response. Use your analysis of their email to me to gauge what they want. [Paste email or email thread]
Prompt: I have received this email from [relationship to you] and I’m not sure how to respond. Suggest a response of 3 sentences or fewer that satisfies the sender and ensures no follow up response. Use your analysis of their email to me to gauge what they want. [Paste email or email thread]
Unsure how to respond to an email? Let ChatGPT analyse the sender's message and suggest a brief, satisfying response that minimises the chance of follow-ups.
- Say "Yes, but Not Yet"
Prompt:
Create a response to this email that tells the sender, ‘yes, but not yet’ in an appropriate way. I can’t fulfill their request now because [reason, e.g. I’m busy] but I may be able to [in/on date/timeframe] because [why it might be possible then]. Ask them to return with their request at this time. [Paste email]
Create a response to this email that tells the sender, ‘yes, but not yet’ in an appropriate way. I can’t fulfill their request now because [reason, e.g. I’m busy] but I may be able to [in/on date/timeframe] because [why it might be possible then]. Ask them to return with their request at this time. [Paste email]
Buy time and manage expectations by telling senders you're unavailable at the moment but open to revisiting their request in the future. ChatGPT can help you craft the perfect response.
- Throw It Back to Them
Prompt:
Create a response to this email that passes the work back to my [relationship to you]. From their request, request further information, request to see their work first, or ask what they think instead. Use words that give the best chance of throwing the ball back in their court, delivered in a polite email of no more than 3 sentences. [Paste email]
Create a response to this email that passes the work back to my [relationship to you]. From their request, request further information, request to see their work first, or ask what they think instead. Use words that give the best chance of throwing the ball back in their court, delivered in a polite email of no more than 3 sentences. [Paste email]
Shift the workload back to the sender by requesting more information or their thoughts on the matter. ChatGPT can assist you in politely deflecting the task.
Conclusion: AI Email Efficiency
With AI and AGI technologies on the rise, now is the perfect time to embrace tools like ChatGPT to improve email management and reclaim your time. By mastering these five prompts, you'll be well on your way to a more organised inbox and a more productive life. For more insights into how AI is shaping the workplace, consider reading about What Every Worker Needs to Answer: What Is Your Non-Machine Premium?. As we delve deeper into the capabilities of AI, understanding the nuances of Deliberating on the Many Definitions of Artificial General Intelligence becomes increasingly important.
Comment and Share: AI Email Management
Have you tried using ChatGPT for email management? How has it transformed your daily routine? Share your experiences below and don't forget to Subscribe to our newsletter for more updates on AI and AGI developments in Asia. Let's build a community dedicated to leveraging AI for a better, more efficient life! For further reading on the impact of AI in business, you might find this report on email usage insightful: Adobe's Email Usage Study.
Latest Comments (3)
Interesting read, thanks for sharing. While ChatGPT for email is definitely convenient, I'm finding that for truly important correspondences, a human touch is still paramount. Sometimes the nuance of Japanese business etiquette, or even just the subtle courtesies, gets lost in translation, even with advanced AI. It's not always about *effortless*; sometimes, it's about *effective*.
Oh, this is quite timely! I just spent ages deleting emails last night, proper headache. I've been meaning to look into AI for inbox management, especially with the sheer volume of newsletters these days. Definitely bookmarking this for later, the idea of "effortless" sounds like a dream come true for my overflowing mailbox. Good stuff!
While these ChatGPT prompts are neat for quick email wins, I'm a bit wary of relying solely on AI for sensitive comms. Sometimes that human touch, even in a draft, just *feels* more authentic, you know? Especially for important client work or internal team matters, it's gotta be just right. Like, not everything needs to be ultra-efficient if it sacrifices genuine connection.
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