To maintain order in the platinum@surelockkey.com inbox, we are introducing a system built on shared labels that every team member must use.
This provides a clear visual status for every email, eliminating the need to open a message just to check its current stage.
Labels that we use (with color-coding for quick identification):
- 1.New Needs action (Red): For any new incoming email that hasn't been reviewed yet.
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2.Assigned to [Employee Name] (Blue): For emails that a specific team member is responsible for. We have created a label for each employee (e.g., Betty/Riley/Emma, etc.)
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3.Needs Estimate (Orange): When a client needs an estimate, and you are waiting for information from a technician or another department.
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4.Needs Parts /Looking for parts (Pink): When you have identified that parts are needed and you are waiting for that information before you can proceed.
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5.Waiting for response (Purple): For when you have replied and are waiting for a response from the customer.
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No tag whatsoever : Once an email has been checked/ taken care of.
Example Scenario:
- A new email comes in and automatically gets the label based on their domain. Everyone on the team sees the email is new.
- A team member, let's say Betty, opens the email and sees the client needs an estimate for a job.
- Betty immediately applies two new labels: Betty and Needs Estimate.
- Now, any team member can immediately see from the label tags what this client is (gov/maintenance, etc.) , and that it has been assigned to Betty and is in the Needs Estimate stage.
- When the estimate is sent, Betty will remove the Needs Estimate label and apply the Waiting for response label.
