We all have our own inboxes and our own way of using them, but when using the ACT Inbox, it is important that we all treat the inbox in the same way.
Below is a guide on how to use the ACT Inbox in the most clear and consistent way for all members.
Outlook is where we house all the emails for firstname.lastname@example.org. Since the Covid-19 pandemic, increasing amounts of agenting communications are done via email.
What to do
- Scan the inbox first thing
- Deal with urgent email first
- Keep on top of the emails throughout the day, making sure all are read
- Put suitable actions in place
- Respond appropriately (using initials to the agency, and your name to the rest of the world)
How to do it
First scan of the inbox…
One of the first things you should do as outlined in the AOD Routine section of the manual is to check the inbox for anything urgent.
What am I checking for?
Any new, unread emails with subject headings that might be urgent.
Here’s a list of the sort of terms that are often used in time sensitive emails: Client’s Name, Casting, Audition, Self-tape request, Contracts, Project Name.
If it’s urgent…
Deal with it! Let your fellow AOD know and crack on with booking in that self-tape or checking over the contract and sending it to iCan.
If it’s not urgent…
Make a note to deal with in during the day. Mark it as unread so you and your fellow AOD can get on with time sensitive work.
Throughout the day…
Keep an eye on the inbox and keep responding, letting your fellow AOD know what you are dealing with and what else needs to be dealt with. Support each other by clearly dividing up who is dealing with what. There is a section in the Weekly Journal called “To-dos” to help you communicate this to one another.
Focussed and Other
Outlook is divided into 2 inboxes, Focussed and Other. The Focussed inbox should contain all our most important emails. The Other inbox tends to be where newsletters and promotional emails go. We currently have an opt in system for emails to do with headshots, reels, workshops etc. Forward these out to the ACT Spam Opt In group and then move them to the Opportunities and Offers folder.
Other Automatic Folders…
Our emails have been trained to put Spotlight Breakdowns automatically in their own folder. Any emails sent through TagMin also filter into their own folder.
Searching the inbox…
You can search for specific people, addresses or words within an email to find information from previous emails. As we usually perform AOD duties three times a month, we often have to route around for current information. The search bar will help you do that.
Are there old unread emails?
- Find them and check if they’ve been missed and what needs actioning.
- Mark as read us there is nothing further to action.
Don’t forget to check the Junk!
- Occasionally important emails get caught in the Junk Folder, be sure to have a quick check.
Do we ever delete emails?
- You can delete anything that is outright junk. Otherwise, please leave everything in the inbox, marked as read once it’s been actioned.
By the end of the day…
- There should be as few unread emails as possible, including those in the ‘Other’ inbox.
- The only emails marked unread should be things that you were unable to deal with that day.
- Make sure to set any relevant tasks and to make clear in the WJ what needs to be actioned by the next day’s AOD.
When sending emails…
- “New Message” is written in a blue in the top left-hand corner if you want to write a new email. There are various shortcuts to send an email to the right people.
- If you select the address bar next to the word “To” in your new email, you can input an email address.
- If you type “ACT” a list of groups of email addresses will appear. One to go to everyone in the agency (simply called ACT), and the rest that are team specific.
- If you are emailing ACT members, be sure to sign off with your initials!
- If emailing someone outside the agency, be sure to sign off with a name. If the email is regarding you as a client and you are uncomfortable with signing off, ask your fellow AOD if you can sign off as them and make that clear on the Weekly Journal.
What to do when we get…
Click to expand the relevant section
Put the information into TagMin and contact the relevant client to let them know. Making sure you use the contact preferences, keep trying until you get a confirmation from the client.
Should I respond?
Read the email carefully, if they have asked you to confirm, be sure to do so. If you can’t get confirmation from the client and the casting director needs a response, you can let them know that you have contacted the client and will confirm asap. Not every self-tape request will require confirmation, so use your common sense to gauge when this is necessary.
A Job Offer…
- Log the Offer in Tagmin
- Call the client
- Update Tagmin with client response
- Respond with queries and status (call on ican)
- Log in Weekly Journal
- Schedule a Game Plan Interview
For How to do this, see here
Should I respond?
Once you’ve spoken to the client, respond accordingly, always remembering to update TagMin and the Weekly Journal as you go. If you cannot get hold of the client, you can respond thanking them for the offer, asking when we can expect a contract and letting them know that you are waiting for confirmation from the client.
Follow the instructions in the article here
Should I respond?
Reply by saying thank you for the contract, we have passed on to our Contracts team and will respond with any queries asap. When iCan, with the help of the AODs, have reached a consensus on a response (3 yeses from the iCan team for ALL correspondence) send off the approved response and make the relevant updates to TagMin and the Weekly Journal.
An application or Showcase Invite
An individual application
- If they have made no mention of a co-op please send them this response.
- If you are not in the Recruitment Team, move incoming applications to the Recruitment folder in Outlook, and mark them unread. – That’s it. Unless you’re a Recruitment team member, in which case, see here.
A Showcase Invite
- Please send them this response.
- If you are not in the Recruitment Team, move incoming showcase invites to the Recruitment subfolder in Outlook called Showcases and mark them unread. – That’s it. Unless you’re a Recruitment team member, in which case, see below. If you are on the team please have a look at your duties here.
What to do with an email attachment
Often emails come with attached contracts, photos, pdfs etc. so it’s important then go to a virtual place where subsequent AODs know where to look for them.
- Select the email in Outlook
- Hover over the attachment and select the down arrow that will appear
- Select “Save to OneDrive – Actors Creative Team”
It will then be saved to the cloud and look like the job is done – IT ISN’T!
- Next, got to ACT – links page and select the ACT Docs/OneDrive
- Select My Files
- Navigate to the folder called Attachments and open
- Find the file you have just saved to the OneDrive
- Hover over it and three stacked dots will appear to the right of the files title
- Select the dots and select “Move To”
- A new dialogue box will open on the right hand side
- Select “Your OneDrive”
- Select “Actors Creative Team Docs”
- Now navigate to a sensible place, e.g. Client Files and select “Move Here”