Where this comes from
These steps come from the AI audits I make for people who want to hand over their inbox. They are written for Claude Pro with Gmail connected, in the browser or the computer app.
The rule for the whole routine: Claude reads and drafts. Nothing leaves your inbox unless you send it yourself.
1Check what Claude can see · 10 min
- Open Claude. In Settings, find Connectors and check that Gmail is connected to your account.
- Start a new chat and paste the text below. If it lists real emails, the connection works.
Search my Gmail for emails from the last 7 days where someone is waiting for an answer from me. List them: who, what it is about, the date, and what they are waiting for. Don't write any replies yet.
2Teach Claude how you work · 20 min
- In Claude, create a new Project. Call it Business desk.
- Inside it, start a chat and paste the text below. Answer its questions like you would to a new assistant.
- Copy what it writes into the Project's instructions. Every chat in the Project now starts with it.
I run my own business. Interview me, one question at a time, so you can write instructions for an assistant who handles my inbox and leads: what I sell and the prices, who my clients and leads are, what counts as a hot lead, how I write (tone, language, length, sign-off), and what you must never do (send anything, promise dates or prices I haven't confirmed). After about 10 questions, write the instructions. Max one page.
3The morning sweep · 10 min a day
- Every morning, open the Business desk and paste the text below.
- Read each draft, change what you want, paste it into Gmail and send it yourself.
Go through my Gmail since yesterday morning. Sort everything into 3 groups: 1. Answer today (write a short draft reply for each, in my voice) 2. Waiting for someone else (one line each) 3. Can wait or ignore If a reply needs a fact you don't have, write [ASK ME] instead of guessing.
Never send a draft without reading it. Where Claude is missing a fact it writes [ASK ME] instead of guessing. That is the line to look for.
Check after one week
Count how many emails the sweep handled. Then look at every [ASK ME] and every draft you had to rewrite, and add what was missing to the Project instructions. Next week it knows.
What Claude cannot read
WhatsApp, Instagram and LinkedIn messages are not in your Gmail. Copy the thread or take a screenshot, drop it into the Business desk and ask for a two line summary and a reply draft. Leave out phone numbers and anything private about other people.
New to Claude? Start with the first hour guide.
Want this built for your own work?
The AI audit is free. 11 quick questions, about 2 minutes, and I send you what AI can take off your plate, with an example of each.