Classify by decision level
Separate routine information, scheduling, document requests, customer matters, commercial messages, and sensitive correspondence. Each class needs a permitted action and a named owner.
Protect the draft boundary
A draft can be useful when the facts and approved language are clear. Do not send a message that creates a promise, changes a position, or discloses confidential material without owner review.
Review the exceptions
Sample sorted and drafted messages for misclassification, stale follow-up, and unnecessary forwarding. Use the findings to refine the map and reduce noise without widening access by default.