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Route incoming reports to the right people fast
Incoming reports and memos are sorted automatically, summarised in a few lines and passed to the right people with a short note.
When to use it
Every time reports and memos arrive
Step by step
Sort reports as they arrive
Set up Outlook rules (or Gmail filters) that move emails from regular senders or with words like 'report' or 'memo' into a 'To route' folder, so they don't get lost in the main inbox.
Write down who needs what
Make a short list of topics and who should see them, for example 'finance figures: CFO and executive', 'health and safety: operations lead'. Keep it in a note you can paste.
Summarise and route each batch
Twice a day, open the folder and paste each report (or its summary page) into your AI assistant with your routing list.
Prompt to copyI'm an executive assistant. Here is my routing list: [paste list]. Here is an incoming report: [paste report or key pages]. Give me: 1) a 3-line summary, 2) how urgent it is (today, this week, for information) and why, 3) who should receive it from my routing list, and 4) a 2-sentence note to send with it. If it doesn't fit my list, say so rather than guessing.Forward with the note and file it
Forward the report with the note, post the summary in your executive's Teams chat if it's urgent, then move the email to a 'Routed' folder.
What you get
Summary: Q3 site safety audit found two overdue fire door checks; all other areas compliant. Urgency: this week, as checks are past due. Route to: operations lead, copy executive. Note: 'Two actions need owners by Friday; full audit attached.'
Tips
- Block two short slots in your calendar for routing so it becomes a habit, not a pile.
- Don't paste confidential reports into an AI tool your organisation hasn't approved.