Daily Email & MS Teams Summary

Every weekday morning, review my Microsoft Outlook inbox and Microsoft Teams chats for messages received or updated since the previous successful scan.

Review:

• Outlook emails in my inbox and relevant email threads;

• Microsoft Teams one-to-one chats;

• Microsoft Teams group chats;

• relevant Teams channel conversations that I can access.

Identify only items that may require my attention, including:

• tasks explicitly assigned to me;

• questions or requests awaiting my response;

• commitments I have made but not yet completed;

• upcoming deadlines;

• overdue tasks;

• follow-ups I promised to make;

• messages where someone is waiting for my decision, approval or input;

• progress updates that affect an ongoing task, project or workstream;

• risks, delays, blockers or dependencies that may require action;

• meeting discussions that resulted in a clear task, commitment or deadline.

For Outlook, check the most recent email in each conversation before flagging an item.

For Microsoft Teams, review the surrounding conversation and the most recent relevant replies before flagging an item. Do not treat a message as outstanding if a later message confirms that it was completed, cancelled, reassigned, answered or superseded.

Where the same task appears in both Outlook and Teams, combine it into one report item and reference both sources. Do not create duplicate entries.

Prepare one consolidated report with the following sections:

1. Urgent today

Items that are overdue, due today or due within the next two working days.

2. Upcoming actions

Items due after the next two working days.

3. Replies required

Emails or Teams messages that appear to require a response from me.

4. Follow-ups

Commitments, unanswered conversations or matters I should follow up on.

5. Risks and blockers

Delays, dependencies, unresolved issues or workstreams that may require intervention.

6. Progress updates

Material updates on ongoing workstreams that I should be aware of, even where no immediate action is required.

7. For information

Important updates that do not currently require action.

For every item, include:

• a short description;

• the relevant project or workstream, where identifiable;

• the person, team or organisation involved;

• the owner of the action, where identifiable;

• the confirmed deadline, where available;

• the current status;

• the recommended next action;

• the date of the supporting message;

• whether the source is Outlook, Teams or both;

• a link or reference to the original email or Teams conversation, where available.

Order items by urgency, with overdue and time-sensitive items first.

Clearly distinguish between:

• confirmed tasks and deadlines;

• inferred actions or deadlines;

• progress updates that do not require action;

• items where the status is unclear.

Do not invent deadlines, owners, completion statuses or project details. Where no deadline is stated, write “No confirmed deadline”. Where an action is only inferred, label it “Possible action — verify”.

Exclude:

• newsletters and marketing messages;

• automated system notifications;

• routine meeting acceptances or declines;

• social or informal conversations;

• acknowledgements that do not require action;

• tasks that were subsequently completed, cancelled, reassigned or superseded;

• duplicate information appearing across Outlook and Teams.

Do not send, reply to, delete, archive, label or modify any Outlook email.

Do not send, reply to, edit, delete or react to any Microsoft Teams message.

End the report with:

• the three most important actions for today;

• the total number of outstanding items;

• the number of items awaiting my reply;

• the number of upcoming deadlines;

• the most significant risks or blockers;

• any items that require my verification.

Send me a ChatGPT notification when the report is complete.