The response loop
- Gmail or OutlookIncoming messages and source context.
- JustSendItConnects the client inbox.
- ClaudeTriages, extracts the ask, and drafts.
- CalendarKeeps delivery time visible.
- Separate Notion connectorStores follow-ups when you want a shared task record.
Run the same sweep
Stable output makes the routine fast to scan.
- 1
Find
Search recent messages from the defined client set.
- 2
Triage
Group into urgent, reply today, waiting on us, and information only.
- 3
Understand
Extract the ask, deadline, missing context, and previous promises.
- 4
Respond
Write the shortest complete answer.
- 5
Record
Create a calendar block or add a follow-up through Notion's own connector.
Client email rules
Give Claude these once.
- Client domains
- Response target
- Urgent topics
- Always escalate
- Tone example
- Never invent
Use the same idea in two settings
Personal
Use a lighter rule set for deadline-bearing admin.
- School
- Landlord
- Volunteering
Business
Turn response quality into a repeatable service standard.
- Agency inbox
- Consulting updates
- Customer escalation
Limits
- Cowork recurring tasks currently start at hourly
- A reliable five-minute SLA needs an external trigger such as Gmail push plus monitoring and retries
Copy these prompts
- “Check client email from the last hour. Return urgent, reply today, waiting on us, and information only. Link every source.”
- “Open urgent messages, state each exact request, and draft the shortest complete response.”
Common questions
- Can Claude check every five minutes?
- Not as a durable native Cowork schedule. Use hourly, or build an external event-driven trigger when five minutes is a real requirement.
- Should every email get an AI reply?
- No. Escalate sensitive, novel, or high-risk issues to a person.