{"id":449,"date":"2026-11-11T07:07:24","date_gmt":"2026-11-11T06:07:24","guid":{"rendered":"https:\/\/www.duokim.com\/blog\/turn-emails-into-tasks\/"},"modified":"2026-11-12T15:46:59","modified_gmt":"2026-11-12T14:46:59","slug":"turn-emails-into-tasks","status":"publish","type":"post","link":"https:\/\/www.duokim.com\/en\/blog\/turn-emails-into-tasks\/","title":{"rendered":"From email to task: how not to lose anything you're asked for"},"content":{"rendered":"<section class=\"wp-block-group dk-cap-pagina dk-cap-article is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group dk-contenidor dk-columna is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group dk-molla is-layout-flow wp-block-group-is-layout-flow\"><nav aria-label=\"breadcrumbs\" class=\"rank-math-breadcrumb\"><p><span class=\"last\">Inici<\/span><\/p><\/nav>\n<\/div><p class=\"dk-kicker wp-block-paragraph\"><a href=\"\/en\/blog\/category\/email-and-communication\/\">Email and communication<\/a><\/p><h1 class=\"wp-block-heading\">From email to task: how not to lose anything you're asked for<\/h1><p class=\"dk-intro wp-block-paragraph\">To stop losing what people ask you for by email, turn each request into a task as soon as you read it and link the original message to it. That way the email can leave your inbox and the request lives in one place, with the context at hand when you get to it.<\/p><p class=\"dk-meta-article wp-block-paragraph\">duokim team \u00b7 Published on 11 November 2026 \u00b7 5 min read<\/p><\/div><\/section><section class=\"wp-block-group dk-seccio is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group dk-contenidor is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group dk-article is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group dk-resum is-layout-flow wp-block-group-is-layout-flow\"><h2 class=\"wp-block-heading\">In short<\/h2><ul class=\"wp-block-list\"><li>Your inbox isn't a task list: it mixes what you need to do with what you only need to read.<\/li><li>Every request needs to be <strong>decided on the spot<\/strong>: done, later or task.<\/li><li>A task that comes from an email should carry the <strong>original message, linked<\/strong>.<\/li><li>A short, regular review stops requests getting lost among new messages.<\/li><\/ul><\/div><div class=\"wp-block-group dk-index is-layout-flow wp-block-group-is-layout-flow\"><p class=\"dk-index-titol wp-block-paragraph\">In this article<\/p><ol class=\"wp-block-list\"><li><a href=\"#per-que-es-perden-les-peticions\">Why requests get lost<\/a><\/li><li><a href=\"#tres-decisions-per-a-cada-missatge\">Three decisions for every message<\/a><\/li><li><a href=\"#com-escriure-una-tasca-que-surt-d-un-correu\">How to write a task that comes from an email<\/a><\/li><li><a href=\"#les-peticions-que-no-semblen-peticions\">Requests that don't look like requests<\/a><\/li><li><a href=\"#quan-la-peticio-es-per-a-una-altra-persona\">When the request is for someone else<\/a><\/li><li><a href=\"#un-exemple-complet\">A complete example<\/a><\/li><li><a href=\"#diversos-comptes-una-sola-llista\">Several accounts, one list<\/a><\/li><li><a href=\"#un-repas-de-15-minuts\">A 15-minute review<\/a><\/li><li><a href=\"#on-encaixa-un-assistent\">Where an assistant fits in<\/a><\/li><li><a href=\"#preguntes\">Frequently asked questions<\/a><\/li><\/ol><\/div><h2 class=\"wp-block-heading\" id=\"per-que-es-perden-les-peticions\">Why requests get lost<\/h2><p class=\"wp-block-paragraph\">An email can contain three things at once: information, a question and a request hidden in the third paragraph. When you read it quickly, you take in the information and the request slips past.<\/p><p class=\"wp-block-paragraph\">The problem gets worse when you use your inbox as a to-do list. You leave the \u00abto do\u00bb emails marked as unread, and new ones arrive and push them down. Two days later, the important email is on page three.<\/p><p class=\"wp-block-paragraph\">The answer isn't to read less or reply faster, but to separate two jobs: <strong>reading the email<\/strong> and <strong>doing what it asks<\/strong>.<\/p><h2 class=\"wp-block-heading\" id=\"tres-decisions-per-a-cada-missatge\">Three decisions for every message<\/h2><p class=\"wp-block-paragraph\">When you open an email, decide where it goes before moving on to the next one. Three options are enough:<\/p><ul class=\"wp-block-list\"><li><strong>Done.<\/strong> It asks for nothing or you've already dealt with it. It leaves the inbox.<\/li><li><strong>Later.<\/strong> You need to look at it again, but not now. Snooze it to a specific day.<\/li><li><strong>Task.<\/strong> It asks for an action you won't take now. Turn it into a task or microtask.<\/li><\/ul><p class=\"wp-block-paragraph\">If a request can be handled in two minutes, do it and mark the email as done. If not, turn it into a task: don't leave it in your inbox as a reminder.<\/p><h2 class=\"wp-block-heading\" id=\"com-escriure-una-tasca-que-surt-d-un-correu\">How to write a task that comes from an email<\/h2><p class=\"wp-block-paragraph\">A good task can be done without re-reading the whole email. Three tips:<\/p><ol class=\"wp-block-list\"><li><strong>Start with a verb.<\/strong> \u00abSend the quote to Pau\u00bb is better than \u00abPau quote\u00bb.<\/li><li><strong>Give it the date you were asked for<\/strong>, not the one you'd like.<\/li><li><strong>Link the original email.<\/strong> When you do the task, you'll have the exact request, the attachments and the whole thread.<\/li><\/ol><p class=\"wp-block-paragraph\">The link is what saves the most time. Without it, the task is a title; with it, it's the complete request.<\/p><div class=\"wp-block-group dk-relacionats is-layout-flow wp-block-group-is-layout-flow\"><p class=\"dk-index-titol wp-block-paragraph\">You might also like<\/p><ul class=\"wp-block-list\"><li><a href=\"\/en\/blog\/what-are-microtasks\/\">What are microtasks and why they take a weight off your mind<\/a><\/li><li><a href=\"\/en\/blog\/what-is-an-mcp-server\/\">What an MCP server is and how it connects AI to your tools<\/a><\/li><\/ul><\/div><h2 class=\"wp-block-heading\" id=\"les-peticions-que-no-semblen-peticions\">Requests that don't look like requests<\/h2><p class=\"wp-block-paragraph\">Explicit requests (\u00abcould you send me the contract?\u00bb) are easy to spot. The tricky ones are those without a question mark:<\/p><ul class=\"wp-block-list\"><li>\u00abWe agreed you'd have it by Thursday\u00bb, in the middle of a meeting summary.<\/li><li>\u00abIf you can send us the final version, we'll review it\u00bb, at the end of a long email.<\/li><li>\u00abLet us know\u00bb, which means someone is waiting for a reply.<\/li><li>An attachment with a form to fill in, without a single sentence asking for it.<\/li><\/ul><p class=\"wp-block-paragraph\">When you read an email, look for the verbs that involve you: <em>send, review, confirm, tell, pass on, have ready<\/em>. If there's one with a date or your name nearby, there's a request, even if the tone is informative.<\/p><h2 class=\"wp-block-heading\" id=\"quan-la-peticio-es-per-a-una-altra-persona\">When the request is for someone else<\/h2><p class=\"wp-block-paragraph\">Sometimes an email asks for something that someone else has to do: a colleague, a supplier, your accountant. In those cases your task isn't to do the work, but to <strong>make sure someone does it<\/strong>.<\/p><p class=\"wp-block-paragraph\">Still turn it into a task, but write it as what you'll do: \u00abAsk the accountant for the VAT return\u00bb or \u00abConfirm that Marc has sent the sample\u00bb. That way, when the other person replies, you'll know you can close it, and if they don't, you'll have the reminder to chase it up.<\/p><h2 class=\"wp-block-heading\" id=\"un-exemple-complet\">A complete example<\/h2><p class=\"wp-block-paragraph\">One Monday at nine, this email arrives from a client: \u00abHi! As we discussed, here's the brief. If you can send us a proposal before Friday, perfect. By the way, we still haven't received the October invoice.\u00bb<\/p><p class=\"wp-block-paragraph\">There are two requests and a document. The decision takes a minute:<\/p><ol class=\"wp-block-list\"><li>You create the task \u00abPrepare the proposal for the client\u00bb dated Thursday (leaving some margin before Friday) with the email linked, which has the brief attached.<\/li><li>You create the microtask \u00abResend the October invoice to the client\u00bb for today.<\/li><li>You mark the email as done: it no longer needs to be in your inbox, because both requests are on the list and the email stays linked.<\/li><\/ol><p class=\"wp-block-paragraph\">On Thursday, when you open the task, you have the brief and the client's exact words right beside it, without looking for anything.<\/p><h2 class=\"wp-block-heading\" id=\"diversos-comptes-una-sola-llista\">Several accounts, one list<\/h2><p class=\"wp-block-paragraph\">If you use more than one email account (work, personal, an address a client has given you), requests arrive through different channels. If each account has its own to-do list, you end up with three.<\/p><p class=\"wp-block-paragraph\">It's simpler to bring the accounts together in a single inbox and keep a single task list, where each task remembers which account and which message it came from.<\/p><h2 class=\"wp-block-heading\" id=\"un-repas-de-15-minuts\">A 15-minute review<\/h2><p class=\"wp-block-paragraph\">Even if you decide on every message there and then, some requests slip through. A short, regular review, for example first thing and before you finish for the day, catches them:<\/p><ol class=\"wp-block-list\"><li>Look at snoozed emails that are due today and decide what to do with them.<\/li><li>Check the threads where someone is waiting for your reply.<\/li><li>Go over the day's new tasks and check they have a date and a source.<\/li><\/ol><p class=\"wp-block-paragraph\">Fifteen minutes a day is less than the time you lose hunting for an email that \u00abwas around here somewhere\u00bb.<\/p><h2 class=\"wp-block-heading\" id=\"on-encaixa-un-assistent\">Where an assistant fits in<\/h2><p class=\"wp-block-paragraph\">An AI assistant can help you avoid letting requests slip: it reads the email and suggests creating the task, with the date and its source linked. What matters is that it <strong>suggests and doesn't act on its own<\/strong>: you're the one who knows whether the request is a priority, whether you've already discussed it by phone or whether it's for someone else.<\/p><p class=\"wp-block-paragraph\">In duokim, Kim reads what you let it see and suggests replying, creating a task or scheduling an appointment. You approve, edit or discard, and what you approve can be undone.<\/p><p class=\"wp-block-paragraph\"><a class=\"dk-enllac-fletxa\" href=\"\/en\/everything-linked\/\">How everything links up in duokim<\/a><\/p><h2 class=\"wp-block-heading\" id=\"preguntes\">Frequently asked questions<\/h2><div class=\"wp-block-group dk-faq is-layout-flow wp-block-group-is-layout-flow\"><details class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>Do I have to turn every email into a task?<\/summary><p class=\"wp-block-paragraph\">No. Only those that ask for an action you won't take now. The rest are marked as done or snoozed.<\/p><\/details><details class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>What do I gain by linking the email to the task?<\/summary><p class=\"wp-block-paragraph\">Context: the exact request, the attachments and the thread, without having to look for them.<\/p><\/details><details class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>How much time should I spend reviewing my email?<\/summary><p class=\"wp-block-paragraph\">A short review of about 15 minutes, first thing and before you finish for the day, is usually enough.<\/p><\/details><details class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>Does it work with several email accounts?<\/summary><p class=\"wp-block-paragraph\">Yes, and it works better if the accounts come together in a single inbox and a single task list.<\/p><\/details><details class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>Can an AI assistant create tasks for me?<\/summary><p class=\"wp-block-paragraph\">It can suggest them. It's worth being the one who approves them, because you know the context.<\/p><\/details><details class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>How does duokim do it?<\/summary><p class=\"wp-block-paragraph\">You turn an email into a task in one tap, with the original message linked, and Kim can suggest one when it spots it.<\/p><\/details><\/div><p class=\"dk-nota wp-block-paragraph\">Article by the duokim team. If you spot a mistake, <a href=\"\/en\/contact\/\">write to us<\/a> and we'll correct it.<\/p><\/div><\/div><\/section><section id=\"formulari\" class=\"wp-block-group dk-seccio dk-seccio-franja is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group dk-contenidor is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group dk-dues-text is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group is-layout-flow wp-block-group-is-layout-flow\"><p class=\"dk-kicker wp-block-paragraph\">Private beta<\/p><h2 class=\"wp-block-heading\">Try <span class=\"dk-nom\">duo<span class=\"dk-nom-dp\"><\/span>kim<\/span><\/h2><p class=\"dk-intro wp-block-paragraph\">Request an invite to the private beta. We'll reply by email.<\/p><\/div><div class=\"wp-block-group is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group dk-formulari is-layout-flow wp-block-group-is-layout-flow\">\n<div class=\"wpcf7 no-js\" id=\"wpcf7-f189-o1\" lang=\"en-GB\" dir=\"ltr\" data-wpcf7-id=\"189\">\n<div class=\"screen-reader-response\"><p role=\"status\" aria-live=\"polite\" aria-atomic=\"true\"><\/p> <ul><\/ul><\/div>\n<form action=\"\/en\/wp-json\/wp\/v2\/posts\/449#wpcf7-f189-o1\" method=\"post\" class=\"wpcf7-form init wpcf7-acceptance-as-validation\" aria-label=\"Beta invite request\" novalidate=\"novalidate\" data-status=\"init\" toolname=\"demanaInvitacioBeta\" tooldescription=\"Request an invite to the duokim private beta; the team replies by email.\">\n<fieldset class=\"hidden-fields-container\"><input type=\"hidden\" name=\"_wpcf7\" value=\"189\" \/><input type=\"hidden\" name=\"_wpcf7_version\" value=\"6.2.5\" \/><input type=\"hidden\" name=\"_wpcf7_locale\" value=\"en_GB\" 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aria-required=\"true\" aria-invalid=\"false\" value=\"\" type=\"email\" name=\"correu\" \/><\/span><\/div>\n<div class=\"dk-camp\"><label for=\"f-idioma\">Preferred language<\/label><span class=\"wpcf7-form-control-wrap\" data-name=\"idioma\"><select class=\"wpcf7-form-control wpcf7-select wpcf7-validates-as-required\" id=\"f-idioma\" aria-required=\"true\" aria-invalid=\"false\" name=\"idioma\"><option value=\"\">Choose an option<\/option><option value=\"Catal\u00e0\">Catal\u00e0<\/option><option value=\"Castellano\">Castellano<\/option><option value=\"English\">English<\/option><option value=\"Fran\u00e7ais\">Fran\u00e7ais<\/option><\/select><\/span><\/div>\n<div class=\"dk-camp\"><label for=\"f-perfil\">Which profile fits you best<\/label><span class=\"wpcf7-form-control-wrap\" data-name=\"perfil\"><select class=\"wpcf7-form-control wpcf7-select wpcf7-validates-as-required\" id=\"f-perfil\" aria-required=\"true\" aria-invalid=\"false\" name=\"perfil\"><option value=\"\">Choose an option<\/option><option value=\"Freelancer or consultant\">Freelancer or consultant<\/option><option value=\"Executive or founder\">Executive or founder<\/option><option value=\"Small business or team\">Small business or team<\/option><option value=\"Other\">Other<\/option><\/select><\/span><\/div>\n<div class=\"dk-camp dk-camp-ample\"><label for=\"f-correu-tipus\">Which email do you use<\/label><span class=\"wpcf7-form-control-wrap\" data-name=\"correu_tipus\"><select class=\"wpcf7-form-control wpcf7-select wpcf7-validates-as-required\" id=\"f-correu-tipus\" aria-required=\"true\" aria-invalid=\"false\" name=\"correu_tipus\"><option value=\"\">Choose an option<\/option><option value=\"Gmail\">Gmail<\/option><option value=\"Outlook or Microsoft 365\">Outlook or Microsoft 365<\/option><option value=\"Another\">Another<\/option><\/select><\/span><\/div>\n<div class=\"dk-camp dk-camp-ample dk-caselles\"><p class=\"dk-etiqueta\">Which tools do you use <span 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value=\"Asana\" \/><span class=\"wpcf7-list-item-label\">Asana<\/span><\/label><\/span><span class=\"wpcf7-list-item\"><label><input toolparamdescription=\"Which tools do you use (optional)\" type=\"checkbox\" name=\"eines[]\" value=\"Trello\" \/><span class=\"wpcf7-list-item-label\">Trello<\/span><\/label><\/span><span class=\"wpcf7-list-item\"><label><input toolparamdescription=\"Which tools do you use (optional)\" type=\"checkbox\" name=\"eines[]\" value=\"Jira\" \/><span class=\"wpcf7-list-item-label\">Jira<\/span><\/label><\/span><span class=\"wpcf7-list-item\"><label><input toolparamdescription=\"Which tools do you use (optional)\" type=\"checkbox\" name=\"eines[]\" value=\"Holded\" \/><span class=\"wpcf7-list-item-label\">Holded<\/span><\/label><\/span><span class=\"wpcf7-list-item\"><label><input toolparamdescription=\"Which tools do you use (optional)\" type=\"checkbox\" name=\"eines[]\" value=\"Slack\" \/><span 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dk-caselles\"><span class=\"wpcf7-form-control-wrap\" data-name=\"cotxe\"><span class=\"wpcf7-form-control wpcf7-checkbox\"><span class=\"wpcf7-list-item first last\"><label><input type=\"checkbox\" name=\"cotxe[]\" value=\"I&#039;d like to try car mode\" \/><span class=\"wpcf7-list-item-label\">I&#039;d like to try car mode<\/span><\/label><\/span><\/span><\/span><\/div>\n<div class=\"dk-acceptacio\"><span class=\"wpcf7-form-control-wrap\" data-name=\"privadesa\"><span class=\"wpcf7-form-control wpcf7-acceptance\"><span class=\"wpcf7-list-item\"><label><input type=\"checkbox\" name=\"privadesa\" value=\"1\" aria-invalid=\"false\" \/><span class=\"wpcf7-list-item-label\">I have read the <a href=\"\/en\/legal\/privacy\/\">privacy policy<\/a> and agree that INNOVANDIA, SLU may process my data to manage my beta invite.<\/span><\/label><\/span><\/span><\/span><\/div>\n<div class=\"dk-camp dk-camp-ample dk-caselles\"><span class=\"wpcf7-form-control-wrap\" data-name=\"novetats\"><span class=\"wpcf7-form-control wpcf7-checkbox\"><span class=\"wpcf7-list-item first last\"><label><input type=\"checkbox\" name=\"novetats[]\" value=\"I want to receive duokim news (optional)\" \/><span class=\"wpcf7-list-item-label\">I want to receive duokim news (optional)<\/span><\/label><\/span><\/span><\/span><\/div>\n<input class=\"wpcf7-form-control wpcf7-submit has-spinner dk-boto dk-boto-p\" type=\"submit\" value=\"Request your invite\" \/><span class=\"dk-hp\" aria-hidden=\"true\"><label>Web <input type=\"text\" name=\"dk_web\" value=\"\" tabindex=\"-1\" autocomplete=\"off\" toolparamdescription=\"Control field: leave it empty\"><\/label><\/span><div class=\"wpcf7-response-output\" aria-hidden=\"true\"><\/div>\n<\/form>\n<\/div>\n\n<\/div><\/div><\/div><\/div><\/section>","protected":false},"excerpt":{"rendered":"<p>How to turn emails into tasks without losing context: three decisions per message, the original email linked and a 15-minute review.<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","_vg_translation_of":"183","_vg_lang":"en-us","_vg_wpml_state":"{\"lang\":\"en-us\",\"trid\":\"209\",\"src\":\"ca\"}"},"categories":[39],"tags":[],"class_list":["post-449","post","type-post","status-publish","format-standard","hentry","category-email-and-communication"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.duokim.com\/en\/wp-json\/wp\/v2\/posts\/449","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.duokim.com\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.duokim.com\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.duokim.com\/en\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.duokim.com\/en\/wp-json\/wp\/v2\/comments?post=449"}],"version-history":[{"count":2,"href":"https:\/\/www.duokim.com\/en\/wp-json\/wp\/v2\/posts\/449\/revisions"}],"predecessor-version":[{"id":897,"href":"https:\/\/www.duokim.com\/en\/wp-json\/wp\/v2\/posts\/449\/revisions\/897"}],"wp:attachment":[{"href":"https:\/\/www.duokim.com\/en\/wp-json\/wp\/v2\/media?parent=449"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.duokim.com\/en\/wp-json\/wp\/v2\/categories?post=449"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.duokim.com\/en\/wp-json\/wp\/v2\/tags?post=449"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}