Managing emails used to make me feel stressed out. Honestly, most of the time, it felt more like chatting than actual emailing. Every time a new mail notification came in, I would stop what I was doing and immediately switch to checking the newly arrived email.
Some days, it felt like the only thing I was doing was replying to emails. I was busy, but I wasn’t really producing anything of real value.
A major step toward solving my problem was turning off email notifications and checking emails only at designated times. This alone was a game changer. However, I still felt overwhelmed most of the time. It wasn’t until I discovered the inbox-zero method that I was able to simplify my email processing and finally clean up my inbox.
Remove Irrelevant Emails
Broadly speaking, there are two types of emails in your inbox: those that are obligatory to address (from your boss, colleagues, customers, administration, etc.) and those that are optional (promotions, newsletters, and other subscriptions).
The first step to cleaning your inbox is focusing on optional emails. Be critical and unsubscribe or delete all promotional emails and newsletters you don’t read. Depending on how long it’s been since you last did this, it might take some time. Break this task into manageable chunks by spending 10 minutes a day until you’ve cleared everything out.
Once you’ve cleaned up optional emails, you’ll immediately notice a difference in the volume of incoming messages. But let’s not stop there—let’s explore how to simplify the way you handle non-optional emails.
Use the Search Function
Many people create unnecessary complexity when trying to manage their inbox. They create countless project folders and organize emails meticulously. Unfortunately, this is often wasted effort. Why? Because most people rarely revisit those folders. They organize emails just in case they might need them later.
Instead of creating project folders, it is much easier to take advantage of the powerful search function available in most email clients. By searching with a combination of keywords, such as date, sender, subject, content, or attachments, you can quickly locate the email you need. Try it, and you’ll realize how much easier it is than manually sifting through folders.
However, leaving all your emails sitting in your inbox is also a recipe for chaos. That’s where the inbox-zero method comes into play.
The Inbox-Zero Method
The method for clearing your inbox is simple: every time you process an email, archive it.
It’s important to note that archiving is not the same as deleting. Archived emails disappear from your inbox but remain accessible in the “Archived” folder. When you search for emails, those in the archived folder will still appear in your search results.
If no action is required on your part (e.g., reading, replying, or forwarding), simply archive the email. That’s it. Nothing more.
The great thing about this method is that it allows you to get to ZERO emails in your inbox. Even if just a few emails remain, it feels fantastic. Every email in your inbox represents an action you need to take, and seeing only a manageable number of tasks can help you feel more in control.
Start Simple
I strongly advise starting with the basic step of archiving every processed email. However, if you receive a high volume of emails—say, more than 100 per day—you might benefit from creating specific action folders like “Read,” “Reply,” and “Wait.” Then, as you empty your inbox, move each email to the appropriate action folder. Later, batch-process similar types of emails.
Before adding extra action folders, ask yourself if there are ways to reduce the number of incoming emails. Do you really need to be in the CC line for certain topics or projects? If not, politely request to be excluded.
Even better, try not replying to some emails at all—just archive them. Some issues resolve themselves over time. A famous example of this is Napoleon, who reportedly only opened letters after waiting three weeks. By then, most problems described in the letters had already resolved themselves!
If you’re a manager, consider whether you truly need to approve everything or be involved in every step of a process. Over-involvement creates bottlenecks and reflects a lack of trust in your team. Most people are more capable than you might think. Don’t hesitate to delegate tasks. Zoom out, and ask for periodic overviews or reports instead of micromanaging.
This process will help you take control of your inbox, reduce stress, and boost productivity. Start today, and you’ll be surprised at how much simpler email management can become!