Anyone moving from a full calendar into a full inbox loses time not in replying, but in deciding which email comes first. The Inbox Rulebook takes over exactly this step: it sorts incoming emails into four fixed categories (action needed, delegate, info, archive), assesses urgency, and drafts a reply for every action email.
\nThe result is a triage list, not an autoresponder. Every draft goes out only once you have reviewed and approved it. On strategic matters, meaning anything where an acceptance or rejection goes beyond confirming an appointment, the rulebook deliberately makes no decision of its own and instead flags the email for review.
\nWhat it deliberately cannot do: it knows your priorities only if you provide them, and it sends nothing on its own. It is a sorting and drafting tool, not an outbox on autopilot.
\n" }, { "id": "skill-text", "title": "Skill Text", "html": "Copy the prompt below in full into your AI tool. As a file: posteingang-regelwerk.en.json
\n" } ], "schritte": [ { "nr": 1, "titel": "Paste the emails", "beschreibung": "You paste the unprocessed emails into the chat.", "rolle": "mensch" }, { "nr": 2, "titel": "Classification", "beschreibung": "Each email is assigned to a category, action needed, delegate, info or archive, and its urgency is assessed.", "rolle": "automatisch" }, { "nr": 3, "titel": "Reply drafts", "beschreibung": "For every action email, a reply draft is created with a clear next step.", "rolle": "automatisch" }, { "nr": 4, "titel": "Delegation", "beschreibung": "For delegation emails, forwarding texts are formulated along with a recipient suggestion.", "rolle": "automatisch" }, { "nr": 5, "titel": "Result", "beschreibung": "A triage overview, a prioritized action list, reply drafts and delegation recommendations are ready.", "rolle": "ergebnis" } ], "herausgeber": "Voyage Digital", "version": "2.0", "stand": "2026-07-26", "umsetzung": [ { "titel": "Set up the rulebook", "text": "The skill text is copied and pasted into your AI tool, tone of voice and escalation path are added." }, { "titel": "Paste the inbox", "text": "The unprocessed emails are pasted into the chat." }, { "titel": "Approve the triage", "text": "Classification, prioritization and drafts are reviewed before anything is sent." }, { "titel": "Use it as a routine", "text": "The skill is run after full days of meetings or longer absences, to bring the inbox back to zero." } ], "zutaten": [ "Emails", "Priorities", "Delegation options" ], "beispielSzenario": "A manager returns from a full day workshop to find 25 unread emails. The emails are pasted into the rulebook. It assigns each email to a category, in this example five times action needed, eight times info, seven times delegate and five times archive, prioritizes the action emails by urgency, and drafts a reply for each one.", "eingaben": [ { "feld": "Email(s) with sender, subject and content", "pflicht": true }, { "feld": "Relationship with the sender", "pflicht": false }, { "feld": "Current priorities", "pflicht": false }, { "feld": "Delegation options", "pflicht": false }, { "feld": "Time budget for processing", "pflicht": false } ], "ausgabe": "A triage overview with sender, subject, category, urgency and recommended action, a prioritized action list, a reply draft for every action email, forwarding texts for delegations, and a list of emails that can be archived without further action.", "prompt": "# DESCRIPTION\nSorts incoming emails according to a fixed rulebook: category, urgency and reply draft. The assistant does not make the final decision, it prepares the decision. Nothing is sent without approval.\n\n# INPUT\n- At least one email with sender, subject and content (required)\n- Context on the relationship with the sender (optional)\n- Current priorities of the user (optional)\n- Delegation options: who can take over what? (optional)\n- Time budget for processing emails (optional)\n\n# OUTPUT\n- Triage overview: sender, subject, category, urgency, recommended action\n- Prioritized action list by urgency\n- Reply draft for every action email\n- Delegation recommendations with forwarding text\n- Short list of emails that can be archived without action\n\n# CONTEXT\n- Global placeholders: COMPANY, INDUSTRY, TARGET AUDIENCE\n- Skill-specific: the user's role for prioritization, tone of voice, email signature, escalation path\n- Domain knowledge: email management, prioritization methods, business etiquette\n- Constraint: no independent acceptance or rejection on strategic matters\n- If facts are missing (for example the sender relationship or a priority), the assistant explicitly marks its assessment as an assumption instead of presenting it as certain\n\n# WORKING INSTRUCTIONS\n\n## Step 1: Classify emails\nAssign each email to a category: action needed, delegate, info or archive. Assess urgency (high, medium, low) based on deadline, relevance of the sender and impact.\n\n## Step 2: Build the prioritization\nOrder action emails by urgency and strategic importance. Customers and superiors before internal requests, deadline-bound emails first.\n\n## Step 3: Write reply drafts\nCreate a suitable draft for every action email. Adapt the tone to the sender and context. Every reply includes a clear next step.\n\n## Step 4: Create delegation recommendations\nFor delegation emails, suggest a recipient and formulate a forwarding text with context.\n\n## Step 5: Establish transparency\nBriefly state which checks ran in the background (classification, prioritization, drafting, delegation), so it stays traceable how the suggestions were arrived at.\n\n# QUALITY CONTROL\n[ ] Every email is assigned to a category\n[ ] Urgency assessed for every email\n[ ] Triage overview present\n[ ] Reply draft created for every action email\n[ ] Every draft includes a clear next step\n[ ] Delegation recommendations with forwarding text present\n[ ] All replies match the defined tone of voice\n[ ] No independent acceptance or rejection on strategic matters\n[ ] Assumptions are marked as assumptions, not as facts\n\n# CONVERSATION START\nHello. If you like, we can go through your inbox together. Just paste the unprocessed emails here.\n1. I will assign each email to a category (action, delegate, info, archive)\n2. I will prioritize by urgency\n3. I will draft replies for the action emails, nothing is sent automatically\nOptional: are there any current priorities or team members you can delegate to?", "einrichtung": { "intro": "Step-by-step guides for ChatGPT, Claude, Copilot Studio and Langdock.", "plattformen": [ { "plattform": "ChatGPT", "anbieter": "OpenAI", "schritte": [ "Copy the skill text above using the copy button.", "Click your profile picture and select \"Skills\".", "Click \"Create skill\" and paste the copied text as the instruction.", "Adjust inputs, outputs and format where your case requires it.", "Save the skill. It is available in all chats from that point on." ], "doku": { "label": { "de": "OpenAI Dokumentation: Skills in ChatGPT", "en": "OpenAI documentation: Skills in ChatGPT" }, "url": "https://help.openai.com/de-de/articles/20001066-skills-in-chatgpt" } }, { "plattform": "Claude", "anbieter": "Anthropic", "schritte": [ "Copy the skill text above using the copy button.", "Open claude.ai and go to \"Skills\" in your profile.", "Create a new skill and paste the copied text as the instruction.", "The skill works in claude.ai, in Claude Code and through the API.", "Available on the Pro, Max, Team and Enterprise plans." ], "doku": { "label": { "de": "Anthropic Dokumentation: Benutzerdefinierte Skills erstellen", "en": "Anthropic documentation: Creating custom skills" }, "url": "https://support.claude.com/de/articles/12512198-benutzerdefinierte-skills-erstellen" } }, { "plattform": "Copilot Studio", "anbieter": "Microsoft", "schritte": [ "Copy the skill text above using the copy button.", "Open Copilot Studio and create a new agent.", "Paste the copied text as the instruction.", "Connect knowledge sources and tools where needed.", "Publish the agent for yourself or for your organisation." ], "doku": { "label": { "de": "Microsoft Dokumentation: Einen Agent erstellen und bereitstellen", "en": "Microsoft documentation: Create and deploy an agent" }, "url": "https://learn.microsoft.com/de-de/microsoft-copilot-studio/fundamentals-get-started" } }, { "plattform": "Langdock", "anbieter": null, "schritte": [ "Copy the skill text above using the copy button.", "Open the sidebar and click \"Add skill\".", "Paste the copied text directly as the instruction.", "Connect the skill to integrations such as Gmail or Slack where needed.", "Save the skill and release it for yourself or your team." ], "doku": { "label": { "de": "Langdock Dokumentation: Skills", "en": "Langdock documentation: Skills" }, "url": "https://docs.langdock.com/de/product/chat/skills" } } ] }, "itemIcon": "inbox", "recommended": [ { "slug": "uebergabe-paket", "category": "skill", "name": "The Handover Package", "teaser": "Builds a complete handover document from meeting notes, quotes and CRM records for the transition from sales to the delivery team.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "package-check" }, { "slug": "aufgaben-raster", "category": "skill", "name": "The Task Grid", "teaser": "Reads meeting minutes, emails or other texts and extracts all open tasks, both explicit and implicit, with owners and deadlines.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "list-checks" }, { "slug": "kickoff-briefing", "category": "skill", "name": "The Kickoff Briefing", "teaser": "The Kickoff Briefing turns your project data into a complete kickoff package with agenda, one pager, role matrix and invitation email in a single pass.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "flag" }, { "slug": "office", "category": "skill", "name": "The Office Workbench", "teaser": "The Office Workbench is an executable Claude skill that builds, reads, and edits Word, PowerPoint, and Excel files with the right tools, formatting rules, and quality checks for each format.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "table" }, { "slug": "pdf", "category": "skill", "name": "The PDF Workbench", "teaser": "The PDF Workbench bundles the full range of PDF work into one executable skill with real code execution, from merging and splitting to watermarking, encryption, form filling, and OCR on scanned pages.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "file-type-2" }, { "slug": "retro-regelwerk", "category": "skill", "name": "The Retro Rulebook", "teaser": "The Retro Rulebook builds a complete retrospective package, agenda, guiding questions, a collection template and a three-point action plan with owner and deadline, from just the retro type, time period and team size.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "rotate-ccw" }, { "slug": "tagesabschluss-protokoll", "category": "skill", "name": "The Shutdown Protocol", "teaser": "The Shutdown Protocol actively walks you through every open task at the end of the workday and hands you exactly three pre-prepared priorities to start tomorrow with focus.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "moon" }, { "slug": "onboarding-strecke", "category": "workflow", "name": "The Onboarding Pipeline", "teaser": "Automates customer onboarding from the CRM status change through to a ready-to-send welcome email, turning a classic small business bottleneck into one clean, repeatable workflow.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "door-open" }, { "slug": "posteingang-route", "category": "workflow", "name": "The Inbox Router", "teaser": "A workflow that automatically classifies incoming emails, applies the matching label, and immediately alerts you when something is urgent.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "inbox" }, { "slug": "status-bruecke", "category": "workflow", "name": "The Status Bridge", "teaser": "A workflow that pulls your project data every week and turns it into a ready status report covering progress, risks and delays, for you to review before it goes out.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "activity" }, { "slug": "team-digest-schleife", "category": "workflow", "name": "The Team Digest Loop", "teaser": "A daily workflow that gathers the important discussions from your team's Slack or Teams channels and turns them into a structured digest of decisions, action items, and updates.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "mails" }, { "slug": "termin-bruecke", "category": "workflow", "name": "The Appointment Bridge", "teaser": "A workflow that reads incoming appointment requests, checks calendar availability, and drops a ready reply draft with three time proposals into the inbox for review before sending.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "calendar-check" }, { "slug": "buero-lotse", "category": "assistent", "name": "The Office Navigator", "teaser": "An assistant that guides you through three recurring office tasks, structured brainstorming, ready-to-use communication drafts, and concrete project planning, based on the context knowledge you provide.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "printer" }, { "slug": "okr-stratege", "category": "assistent", "name": "The OKR Strategist", "teaser": "Translates a top-level strategic goal into a complete OKR set with a qualitative objective, measurable key results, concrete initiatives and an alignment check that flags dependencies and risks.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "target" }, { "slug": "prozess-dokumentierer", "category": "assistent", "name": "The Process Documenter", "teaser": "Captures undocumented business processes through a structured interview and turns them into clear, visual process documentation with steps, decision points and responsibilities.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "route" }, { "slug": "risikomatrix-pruefer", "category": "assistent", "name": "The Risk Matrix Reviewer", "teaser": "Identifies, assesses and prioritizes project risks in a structured risk matrix with preventive and corrective measures.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "grid-3x3" }, { "slug": "statusbericht-kurator", "category": "assistent", "name": "The Status Report Curator", "teaser": "Condenses status meeting notes and the project plan into a structured project status report with a traffic light rating, a milestone and risk overview, and concrete next steps.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "clipboard-check" }, { "slug": "workflow-planer", "category": "assistent", "name": "The Workflow Planner", "teaser": "Builds a complete plan from a workflow goal, time frame, and the available resources, with process steps, a resource matrix, risk analysis, and measurable milestones.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "workflow" }, { "slug": "korrespondenz-skript", "category": "skill", "name": "The Correspondence Script", "teaser": "Drafts a ready-to-send business email, from subject line to a concrete next step, matched to the recipient, occasion and tone.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "mail" }, { "slug": "nuwacom", "category": "tool", "name": "Nuwacom", "teaser": "Nuwacom is an AI-powered communication platform that unifies a company's chat, voice and meetings in a single interface with built-in summaries and action items.", "domaene": "Betrieb & Projektmanagement", "logoFile": "nuwacom.svg", "logoEinzug": 1 } ] }