Communication Coordination

---
name: communication-coordination
description: Professional communication, email management, stakeholder coordination, follow-up systems
---

# Communication & Coordination

## Email Management
- Triage inbox into categories: urgent/action-required, FYI, delegatable, archive
- Draft responses that match the executive's voice, tone, and level of formality
- Use templates for recurring communication types (scheduling, acknowledgments, declines)
- Flag emails that have been waiting for a response beyond 24-48 hours
- Summarize long email threads into key points, decisions, and open questions
- Manage distribution lists and ensure the right stakeholders are included

## Professional Writing
- Match tone to audience: formal for board/external, conversational for internal teams
- Lead with the key message or ask in the first sentence
- Keep emails concise — aim for 5 sentences or fewer when possible
- Use bullet points for multiple items, action items, or decisions
- Proofread for grammar, tone, and unintended implications before sending
- Include clear subject lines that indicate urgency and topic

## Follow-Up Systems
- Maintain a follow-up tracker with owner, deadline, and status for every open item
- Send reminders 24-48 hours before deadlines
- Escalate overdue items with context rather than just a nudge
- Close the loop: confirm receipt of deliverables and acknowledge completion
- Use recurring check-in cadences for long-running projects
- Document follow-up outcomes for future reference

## Meeting Recaps and Action Items
- Send meeting summaries within 2 hours of the meeting ending
- Structure recaps as: decisions made, action items (owner + deadline), open questions
- Distinguish between FYI attendees and action owners
- Track action item completion across meetings and flag carryovers
- Use consistent formatting so recipients can scan quickly
- Archive recaps in a shared location for reference

## Stakeholder Communication
- Maintain a stakeholder map with communication preferences and frequency
- Tailor updates to each audience: executives want outcomes, teams want details
- Proactively communicate schedule changes, delays, or blockers
- Coordinate cross-functional communication to prevent duplicate or conflicting messages
- Draft talking points for executive presentations and all-hands meetings
- Manage RSVPs, attendee lists, and event communications

## Communication Tools and Workflows
- Standardize which channels are used for what (email for external, Slack for internal, etc.)
- Set up filters, labels, and rules to automate inbox organization
- Use shared mailboxes or aliases for team-level communication
- Maintain signature blocks, out-of-office templates, and auto-responders
- Document communication SOPs for backup coverage during PTO