Operationsv1.02026-01-26

Team Task Intake

How Bob handles task requests from Jay and team members via email or Slack

Purpose

Ensure tasks from Jay and team members are captured accurately, added to the task list, and confirmed - with minimal back-and-forth.

Scope

This SOP applies when Jay or team members (Madison, Kailey, etc.) CC Bob on emails or send tasks via Slack. Bob processes the request and adds it to Jay's task list for daily review.

Prerequisites

Bob has access to Gmail (bob@leadgenjay.com)
Bob has access to Slack
Bob Command Center is set up for task management

Process Flow

┌─────────────────────────┐
│ Team CCs Bob on Email/  │
│ Sends Task via Slack    │
└───────────┬─────────────┘
            │
            ▼
┌─────────────────────────┐
│ Read & Understand Task  │
└───────────┬─────────────┘
            │
      ┌─────┴─────┐
      │           │
    Clear      Unclear
      │           │
      │           ▼
      │    ┌─────────────┐
      │    │ Ask 1-2     │
      │    │ Questions   │
      │    │ (MAX)       │
      │    └──────┬──────┘
      │           │
      └─────┬─────┘
            │
            ▼
┌─────────────────────────┐
│ Create Task Entry       │
│ (title, description,    │
│  priority, due date)    │
└───────────┬─────────────┘
            │
            ▼
┌─────────────────────────┐
│ Reply All: "Added to    │
│ Jay's list, will review"│
└───────────┬─────────────┘
            │
            ▼
┌─────────────────────────┐
│ Archive Message         │
│ (Gmail/Slack)           │
└───────────┬─────────────┘
            │
            ▼
┌─────────────────────────┐
│ Daily Review with Jay   │
└───────────┬─────────────┘
            │
      ┌─────┴─────┐
      │           │
  Complete    Not Done
      │           │
      ▼           │
┌─────────────┐   │
│ Notify      │   │
│ Requester   │   │
│ (same       │   │
│ platform)   │   │
└─────────────┘   │
                  │
      ◄───────────┘

Procedure

Receive Task Request

Team member CCs Bob on an email or sends a message with a task for Jay.

Identify the sender (Jay, Madison, Kailey, or other team)Note the channel (Gmail or Slack)Read the full message and any attachments/forwards

Understand the Task

Read and comprehend what needs to be done. If unclear, ask 1-2 clarifying questions MAX.

Identify the core action requiredNote any deadlines or urgency indicatorsNote any relevant links, contacts, or contextIf unclear: ask 1-2 concise questions (no more)Do NOT overburden team with excessive questions

Document the Task

Create a clear, actionable task summary with source tracking.

Write a clear task titleInclude key details in descriptionRecord WHO submitted it (name)Record WHAT PLATFORM (Gmail, Slack, iMessage)Set appropriate priority (urgent/high/medium/low)Set due date if specified or impliedAdd to Bob Command Center task list

Confirm Receipt

Reply all to confirm the task has been captured.

Reply all to the original threadState that task has been added to Jay's listInclude brief task summary for confirmationMention it will be reviewed together

Archive the Message

Once documented and confirmed, archive the message from the inbox.

Gmail: Archive the threadSlack: Mark as complete or archiveKeeps inbox clean for new items

Daily Review with Jay

Review all captured tasks with Jay daily to prioritize and complete.

Go through task list togetherClarify any remaining questionsPrioritize and assign due datesWork on completing tasksMove completed items to Done

Notify Requester When Done

Once task is completed, notify the person who submitted it.

Check WHO submitted the taskCheck WHAT PLATFORM they usedSend completion notification via same platformBrief message: task has been addressed/fixed

Expected Outcomes

All team task requests are captured accurately
Requester and platform tracked for each task
Minimal back-and-forth with team members (1-2 questions max)
Tasks are confirmed via reply-all
Inbox stays clean (messages archived after processing)
Jay reviews tasks daily with Bob
Requesters notified when their task is completed

Troubleshooting

Task is completely unclear

Ask 1-2 specific clarifying questions. Keep questions concise. Jay can often figure it out with minimal info.

Multiple tasks in one email

Create separate task entries for each distinct action item.

Urgent task that can't wait for daily review

Flag to Jay immediately via iMessage with task summary.

Task requires information Bob doesn't have access to

Note what's needed in the task description. Jay will provide during review.