communication-coordination

Communication & Coordination

Email Management

• Triage inbox into categories: urgent/action-required, FYI, delegatable, archive
• Draft responses that match the executive's voice, tone, and level of formality
• Use templates for recurring communication types (scheduling, acknowledgments, declines)
• Flag emails that have been waiting for a response beyond 24-48 hours
• Summarize long email threads into key points, decisions, and open questions
• Manage distribution lists and ensure the right stakeholders are included

Professional Writing

• Match tone to audience: formal for board/external, conversational for internal teams
• Lead with the key message or ask in the first sentence
• Keep emails concise — aim for 5 sentences or fewer when possible
• Use bullet points for multiple items, action items, or decisions
• Proofread for grammar, tone, and unintended implications before sending
• Include clear subject lines that indicate urgency and topic

Follow-Up Systems

• Maintain a follow-up tracker with owner, deadline, and status for every open item
• Send reminders 24-48 hours before deadlines
• Escalate overdue items with context rather than just a nudge
• Close the loop: confirm receipt of deliverables and acknowledge completion
• Use recurring check-in cadences for long-running projects
• Document follow-up outcomes for future reference

Meeting Recaps and Action Items

• Send meeting summaries within 2 hours of the meeting ending
• Structure recaps as: decisions made, action items (owner + deadline), open questions
• Distinguish between FYI attendees and action owners
• Track action item completion across meetings and flag carryovers
• Use consistent formatting so recipients can scan quickly
• Archive recaps in a shared location for reference

Stakeholder Communication

• Maintain a stakeholder map with communication preferences and frequency
• Tailor updates to each audience: executives want outcomes, teams want details
• Proactively communicate schedule changes, delays, or blockers
• Coordinate cross-functional communication to prevent duplicate or conflicting messages
• Draft talking points for executive presentations and all-hands meetings
• Manage RSVPs, attendee lists, and event communications

Communication Tools and Workflows

• Standardize which channels are used for what (email for external, Slack for internal, etc.)
• Set up filters, labels, and rules to automate inbox organization
• Use shared mailboxes or aliases for team-level communication
• Maintain signature blocks, out-of-office templates, and auto-responders
• Document communication SOPs for backup coverage during PTO