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Email Log Book Workflow

The document outlines a workflow for managing an Email Log Book using both a physical log book and Excel. It includes steps for setting up the log, daily logging processes, weekly reviews, monthly audits, and best practices for staff to ensure accuracy and confidentiality. Key elements include categorizing emails, tracking follow-ups, and analyzing trends to improve processes.

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Suhailshah1234
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47 views2 pages

Email Log Book Workflow

The document outlines a workflow for managing an Email Log Book using both a physical log book and Excel. It includes steps for setting up the log, daily logging processes, weekly reviews, monthly audits, and best practices for staff to ensure accuracy and confidentiality. Key elements include categorizing emails, tracking follow-ups, and analyzing trends to improve processes.

Uploaded by

Suhailshah1234
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Email Log Book Workflow

1. Setting Up the Email Log Book:

 Use a physical log book and Excel


 Create the following columns in the log book/Excel sheet:
1. Date of Email
2. Time of Email
3. Sender Company Name
4. Sender Email Address
5. Subject of Email
6. Purpose of Email (e.g., inquiry, follow-up, quotation, complaint,
etc.)
7. Summary of Email Content (brief description of the email)
8. Attachment Details (if any)
9. Status (e.g., Sent, Replied, Pending, Follow-Up Required)
10. Follow-Up Date (if applicable)
11. Remarks (any additional notes)

2. Daily Email Logging Process:

1. Send/Receive Emails:
o Staff should send and receive emails as part of their daily tasks.
2. Log Emails Immediately:
o After sending or receiving an email, log the details in the Email
Log Book and Excel sheet.
o Ensure all columns are filled accurately and completely.
3. Categorize Emails:
o Use the Purpose of Email column to categorize emails (e.g.,
inquiry, quotation, complaint, follow-up, etc.).
o Update the Status column accordingly (e.g., Sent, Replied,
Pending).
4. Attachments:
o If the email includes attachments, mention the file names or a
brief description in the Attachment Details column.
5. Follow-Up Emails:
o If a follow-up is required, note the Follow-Up Date and set a
reminder.
o Update the Status to "Follow-Up Required."

3. Weekly Email Review:

1. Check Pending Emails:


o Every Friday, review the Email Log Book for emails marked
as Pending or Follow-Up Required.
o Send follow-up emails as needed.
2. Update Status:
o After following up, update the Status column (e.g., "Replied" or
"Resolved").
3. Highlight Urgent Emails:
o Use a highlighter (in the physical log book) or color-coding (in
Excel) to mark urgent or high-priority emails.

4. Monthly Email Audit:

1. Review Email Logs:


o At the end of each month, conduct a thorough review of the
Email Log
o Ensure all emails have been addressed and logged correctly.
2. Identify Trends:
o Analyze the Purpose of Email column to identify common
trends (e.g., frequent inquiries, recurring complaints).
o Share insights with the team to improve processes.
3. Archive Completed Emails:
o For emails marked as Resolved or Closed, archive them in a
separate folder (if using Excel) or mark them as completed in the
log book.

5. Best Practices for Staff:

1. Consistency:
o Log emails immediately after sending or receiving them to avoid
missing any details.
2. Accuracy:
o Double-check the information entered in the log book to ensure it
is accurate and complete.
3. Confidentiality:
o Ensure the Email Log Book is stored securely to maintain
confidentiality.
4. Team Collaboration:
o If multiple staff members use the same log book, ensure they
communicate and avoid duplicate entries.
5. Backup:
o If using an Excel sheet, maintain a backup copy to prevent data
loss.

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