Koltrix
Guides
Using Claude or ChatGPT with your inbox: a practical workflow
A daily routine for working email through Claude or ChatGPT once connected: summarize unread, find threads, apply labels, draft replies, then review and send.
4 min read
Team inboxWhen to split one shared inbox into several
Signals that one shared inbox should become several, the ways to split it (by function, product or region), and the hidden costs of splitting too early.
4 min read
Team inboxThread hygiene: subject lines, splits and reply-all
A checklist for keeping team email threads readable: when to split, how to rewrite subjects, trimming quotes, using reply-all well, and why threads break apart.
5 min read
Team inboxTeam inbox metrics worth tracking, and the ones to ignore
Which shared inbox numbers tell you something real, which ones mislead, and how each can be gamed. A decision table for small teams measuring email work.
4 min read
Team inboxCovering a teammate's inbox during vacation without chaos
A before, during and after checklist for vacation cover: out-of-office text that routes people, in-flight threads, decision limits and the return-day catch-up.
5 min read
Team inboxDiscussing a customer email with teammates, without forwarding
Forwarding customer emails around the team forks threads and leaks context. Here are better ways to discuss a message internally and agree who replies.
5 min read
Team inboxThe weekly inbox review: a 30-minute ritual for small teams
A minute-by-minute agenda for a 30-minute weekly team inbox review: stale threads, waiting-on-customer, recurring questions, rule tweaks and one change.
4 min read
AI & emailHuman-in-the-loop patterns for email automation
Five ways to keep a person in control of email automation, from approve-to-send to sampled audits, with guidance on which pattern fits which kind of task.
4 min read
Team inboxInbox zero for teams: a workable definition and daily routine
Team inbox zero means every thread has a clear state, not an empty screen. Here is a definition that holds up and a time-boxed daily routine to reach it.
4 min read
GuidesHow to build an email triage rota for a team of three to ten
A runbook for a shared-inbox triage rota: shift length, triager duties, handoffs, fairness, holidays, and a sample two-week schedule for small teams.
4 min read
Customer supportEscalation paths for email support that actually work
How a small company can design email support escalation: tiers, clear criteria, telling the customer, keeping frontline ownership, and avoiding ping-pong.
4 min read
Team inboxWhy two people answer the same email, and five fixes
A teardown of a duplicate-reply incident in a shared inbox: the five root causes behind it, fixes ranked by effort, and how to apologize when it still happens.
5 min read