Operations · Standard Operating Procedure
Email GPS System (Tyrell + Rhowel)
A label-and-filter system that keeps Tyrell's personal business inbox focused on high-value decisions while Rhowel triages, drafts, and follows up on everything else.
| Document ID | FRI-SOP-020 |
|---|---|
| Version & Revised | v1.0 · 2026-04-29 |
| Owner | Tyrell Penner |
| Audience | Tyrell Penner · Rhowel (Virtual Assistant) |
| Review Cycle | Quarterly (Jan / Apr / Jul / Oct) |
1. Purpose
Keep Tyrell's personal business inbox organized, efficient, and focused on high-value work. The Email GPS system lets Rhowel manage, filter, and draft messages so Tyrell only handles key decisions and personal communications.
2. Overview
The system combines Gmail labels, filters, and Multiple Inboxes view to triage messages quickly.
- Rhowel manages day-to-day inbox flow.
- Tyrell reviews only the most important or decision-based items.
3. Label Structure
| Label | Purpose | Managed By |
|---|---|---|
| ! Tyrell | Emails only Tyrell should handle personally (key relationships, private matters, high-value decisions). | Tyrell |
| 2. Review | Items requiring Tyrell's decision, approval, or review before sending. | Rhowel → Tyrell |
| 3. To Respond | Messages Rhowel can reply to directly or draft replies for approval. | Rhowel |
| 4. Responded | Completed emails kept temporarily for tracking before archiving. | Rhowel |
| 5. Waiting On | Conversations waiting for replies from others. | Rhowel |
| 6. Financials | Invoices, receipts, and payment confirmations (auto-sorted by filters). | Rhowel / Accountant |
4. Daily Responsibilities
Morning Sweep (8:00–9:00 AM)
Rhowel
- Review every new email.
- Assign labels:
- ! Tyrell → personal / high-level items.
- 2. Review → needs Tyrell's input or decision.
- 3. To Respond → routine messages to draft or send.
- 5. Waiting On → follow-ups awaiting response.
- Draft every possible reply in 3. To Respond.
- Move financial or invoice emails into 6. Financials.
Tyrell
- Check only ! Tyrell and 2. Review once per morning.
- Respond or approve drafts.
Midday Check (1:00 PM)
Rhowel
- Check 5. Waiting On for updates from clients or vendors.
- Follow up if no reply after 48 hours.
- Finalize and send approved replies from Tyrell's morning review.
End-of-Day Summary (4:30–5:00 PM)
Rhowel sends a quick recap via Slack or email:
Daily inbox summary template
Daily Inbox Summary (Apr 29) ! Tyrell — 1 new 2. Review — 2 pending approvals 3. To Respond — all handled 5. Waiting On — 2 client follow-ups
5. Label Logic
| Type of email | Label |
|---|---|
| Needs Tyrell's direct attention | ! Tyrell |
| Needs Tyrell's review or decision | 2. Review |
| Can be handled or drafted by Rhowel | 3. To Respond |
| Completed or sent messages | 4. Responded |
| Awaiting vendor or client reply | 5. Waiting On |
| Receipts, invoices, payment confirmations | 6. Financials |
6. Filter Automation Rules
| Filter rule | Action |
|---|---|
subject:(invoice OR receipt OR payment) | Label as 6. Financials, skip inbox. |
from:(@flatlandroofcoatings.com) | Label as 5. Waiting On. |
subject:(quote OR estimate) | Label as 3. To Respond. |
subject:(newsletter OR unsubscribe) | Archive or label as Read Later (optional). |
7. Email Template Library
Stored in Gmail Templates:
- Lead acknowledgment / inspection scheduling
- Quote follow-up
- Invoice reminder
- Warranty inquiry
- Vendor coordination
Rhowel uses templates as drafts, personalizing before sending or moving to 2. Review for Tyrell's approval.
8. Weekly Maintenance (Fridays)
Rhowel
- Clear 4. Responded older than 5 days → archive.
- Review 5. Waiting On and follow up where needed.
- Verify 6. Financials with the bookkeeper.
- Adjust filters if new vendors or clients appear.
Tyrell
- Review any bottlenecks or missed communications with Rhowel.
- Approve or tweak templates as needed.
9. Communication & Quality Standards
- Inbox-zero goal: end of each day.
- Response time: within 2 business hours during the workday.
- Every sent email must:
- Use a professional, courteous tone.
- Include the Flatland Roofing & Insulation signature block.
- Follow label logic after sending (move to 4. Responded).
10. Troubleshooting
| Issue | Solution |
|---|---|
| Mis-labeled email | Drag to the correct label (Gmail learns automatically). |
| Missing email | Search using label:6.Financials or label:5.WaitingOn. |
| Filter not working | Edit under Settings → Filters; check keyword accuracy. |
| Inbox clutter | Rhowel re-sorts labels; Tyrell clears 2. Review items. |
11. Review Cycle
- This SOP is reviewed quarterly (January, April, July, October).
- Updates are logged in Google Drive under Email SOP — Tyrell.
- Changes are approved jointly by Tyrell and Rhowel.
Primary goal
Keep Tyrell focused on decisions and relationships, not inbox management — while maintaining timely, professional communication for every client, vendor, and partner.
13. Revision History
| Version | Date | Summary | Approved By |
|---|---|---|---|
| 1.0 | 2026-04-29 | Format reset; emoji headers replaced with numbered sections; daily summary block formatted; filter rules in code style. | Tyrell Penner |