Workflow Series: Email Delegation for Assistants, Leaders, and More.
The role of executive support has evolved a lot. Whether you're a Chief of Staff, Executive Assistant, or Team Lead, managing someone else's communication is no longer just about forwarding emails and sending basic responses. Today's email delegation requires strategic thinking, careful prioritization, and the right tools to make it all work seamlessly.
Modern Email Delegation
Gone are the days of sharing passwords or setting up complicated email forwarding rules. Modern email delegation is about creating efficient workflows while maintaining security and accountability. Here's what that looks like in practice:
Executive Assistants
- Managing multiple executive inboxes
- Drafting responses for review
- Triaging urgent matters
- Coordinating cross-department communication
- Maintaining relationship management through timely responses
Chiefs of Staff
- Overseeing strategic communications
- Coordinating between executive team members
- Handling sensitive information with discretion
- Aligning communication with company objectives
Team Leads
- Distributing customer inquiries
- Managing shared department inboxes
- Coordinating project communications
- Training new team members
- Maintaining communication standards
3 Missive Configurations for Email Delegation
Missive offers powerful workflows designed for modern email delegation:
| Out-of-the-box | Full delegation | Privacy-first | |
|---|---|---|---|
| Access Control | Available to all team members | Available to all team members in the Team Inbox | Content-based access as per predefined rules |
| Accountability | Shared responsibility among team members | Specific accountability for assigned users | Roles are accountable based on delegation rules |
| Best Use Case | Ideal low volume delegation | Useful for teams with individual task ownership needs | Works well for teams who can clearly define sharing rules |
| Pros and Cons | + No setup needed - Not scalable |
+ Clear accountability - Requires high degree of trust |
+ Role clarity - Initial configuration can take time |
Out-of-the-Box Delegation (aka @mentions)
Basic delegation requires no setup. Team members can mention @coworkers in the chat bar or use assignments to collaborate. No more forwarding endless email threads—everything stays in Missive for easy tracking and reference.
Other settings, such as sharing aliases, can be used to allow a team member to send emails from another team member's address. With this configuration, a team member can reply on your behalf but won't have access to all incoming emails unless they're being shared.
You will always have access to all emails sent by a delegated user.
Full Delegation with Team Inboxes
For roles that need full access to another’s inbox, such as an executive assistant needing a CEO’s inbox, Missive offers a Team Inbox solution. By connecting an email account to a Team Inbox, all communications can be managed in a dedicated space, organized, and even scaled as the organization grows.
With team inboxes, there’s no need to mix shared emails with personal inboxes, and multiple team members can work together seamlessly, which is especially helpful for distributed teams.
Assistants can be made members of the team, and owners can be observers, these don't get notified of new emails, but they can keep an eye on everything at all times.
The assistant can reply as the owner of the account (ceo@acme.com). Also, a custom signature can be created.
Assistants can also triage emails by creating color-coded shared labels.
The owner can pin labels to the sidebar to quickly access emails that need their response.
Pro tipIn the sidebar, do a right-click on a label and click on Show if unread. The label will be hidden until there are unread messages. This can help you keep a clutter-free screen.
Automated, Privacy-First Delegation
If an account contains private messages, Missive allows you to set up rules to filter these from the assistant’s view. For example, family, friends, or finance-related emails can be hidden, ensuring personal information stays private. This setup balances delegation with privacy, providing peace of mind while maintaining workflow efficiency.
In this case, the owner imports a private account. Here, email sharing is done automatically through rules. This configuration of delegation is essential when the content of some emails is private and can’t be seen by the assistant.
The owner (ceo@acme.com) can create rules to share only some emails with the assistant (assistant@acme.com) and keep the rest private.
In the next example, a rule is set to keep all family/friends/finance related emails from going to the assistant's inbox.
Actions such as removing a conversation from the owner's inbox can also be achieved with rules. For instance, when the assistant labels an email as "Non-essential", the rule will close the conversation, removing it from the owner's inbox, keeping it tidy.
Pro tipIf a private email needs to be delegated, a simple @mention to the assistant can grant temporary access to it, it can be removed in the future.
Creating a Delegation System That Works
The key to successful email delegation isn't just about tools – it's about creating a system that works for both the delegate and the owner. Here's how to build one:
1. Clear Access Levels
Different roles require different levels of access. Consider creating tiers:
- Full access for trusted executive assistants
- Filtered access for department managers
- Specific thread access for project coordinators
2. Communication Rules
Establish clear guidelines for:
- Which emails need executive review
- Standard response templates
- Urgency levels and response times
- Internal communication protocols
- Signature and formatting standards
3. Privacy Protocols
Set up boundaries for:
- Personal vs. professional communication
- Confidential information handling
- Internal sensitive matters
- Financial or legal correspondence
Best Practices for Modern Email Delegation
For Assistants
Mastering Triage:
- Create clear labeling systems
- Establish urgent vs. important criteria
- Document recurring patterns
Communication Management:
- Draft responses in your executive's voice
- Maintain relationship continuity
- Track important conversations
- Manage calendar integration
- Keep contextual notes
For Executives
Delegation Success:
- Provide clear preferences and guidelines
- Establish regular review times
- Give feedback on responses
- Share context for important relationships
- Trust your delegate's judgment
For Teams
Collaborative Efficiency:
- Set up shared response canned responses
- Create Team Inbox protocols
- Establish assignment rules
- Maintain consistent communication standards
- Track team performance metrics
Making It Work for You
The key to successful email delegation is finding the right balance between:
- Access and privacy
- Efficiency and accuracy
- Speed and thoughtfulness
- Automation and personal touch
- Standardization and flexibility
Remember, effective email delegation isn't just about managing messages – it's about facilitating communication that moves your organization forward.
Whether you're just starting with email delegation or looking to improve your existing system, the most important thing is creating a framework that works for your specific situation. Start with the basics, refine as you go, and always keep security and efficiency in balance.
