How to filter messages in Gmail efficiently

Managing hundreds of emails daily as a CEO should be overwhelming. It's not. Here's my system that saves me hours weekly: The Setup: Smart Inbox Architecture Instead of one chaotic inbox, I run five purpose-built streams: Needs Action - requires my response Awaiting Reply - tracking delegated tasks Read Later - FYI content for downtime Remember This - reference material Delegated - team ownership items Each lives as a separate Gmail label with its own filtered view. No email touches my main inbox for more than seconds. The Automation: AI-Powered Triage I built a simple n8n workflow that: * Reads incoming email instantly * AI categorizes based on content/sender/context * Applies appropriate label * Archives from main inbox * Zero manual sorting. Zero decision fatigue. The Execution: Context Batching Gmail's "Stay in Label" feature is gold. For example, when processing Read Later emails, I stay locked in that view—read, delete, next. No context switching. No re-reading the same email 3x wondering what to do with it. Result: What used to take 90 minutes now takes 5 or 10. This isn't about having a clean inbox for aesthetics. It's about: * Never missing critical customer issues * Faster response times on strategic decisions * Actually disconnecting after hours (everything's already triaged) * Team gets faster feedback because I'm not drowning Your inbox shouldn't be a to-do list. It should be a routing system. Full technical breakdown here on setting up multiple inboxes: https://lnkd.in/g4Th_b3w

Here's my Gmail inbox, simplified. I came up with a simple two-pronged approach to managing my email, as my attempt to cope with cancelling my Superhuman subscription (way too expensive). Personally, only two things are really needed for me to excel with inbox management: strong organization, and a low-noise interface. Here's how I achieved both of those things: 1. Setup Gmail inbox filters/rules (Settings > Filters). When email subjects or senders contain certain keywords or names, Gmail will automatically apply one of my labels. 2. Installed "Simplify Gmail" chrome extension (which I believe was made by an ex-Google engineer). I use this extension to reduce the noise of the stock Gmail interface, and more importantly, to group my emails by label. This single grouping feature has completely changed how I stay productive in Gmail. You can easily expand or collapse these groups or take bulk actions. When you click the checkmark over any given email (or group of emails), Simplify will archive the email by marking it as read, removing it from the inbox, and leaving it in its label/folder. So my workflow is: view my inbox all sorted by category, take care of emails one-by-one, marking each one as I complete it, hit inbox 0. No need for complex shortcuts, advanced functionality, AI-based automations, or anything like that. Clean organization, clean interface, productive inbox. Also - Simplify Gmail has a ton of other options for configuration, so you might get a lot of value out of it even if you wouldn't follow this particular approach. #gmail #software #productivity #projectmanagement

The average corporate employee spends 15 hours every week on JUST EMAILS. As a founder at Mentoresult, a consultant at McKinsey and a B-School student at Indian Institute of Management Ahmedabad, I have received hundreds of emails every week, and have written some pretty damn important emails. I've realised that emails can kill productivity - But also become your superpower if you can work them right. Here are my top 5 email hacks: 📬 1/ Automate your entire inbox with email rules I never have over 5 unread emails in my inbox - Because I use aggressive email rules to filter out every email. Your inbox will be full of automated emails, FYIs, non-urgent CCs, or spam. ✅ Setup email rules to mark all there emails on arrival, keep them out of your inbox and in a separate folder. It takes only 15 mins to clear them at the end of your workday vs hours of wasted time. ⏰📝 2/ Your reply should be either prompt or detailed People don't mind short emails as long as they are fast. People don't mind waiting for your reply if you're sharing specifics. But don't keep re-reading an email and delaying if you can finish it in <5 mins. ✅ Clear out emails fast vs carrying them for days - This will massively cut down on your time and be more respectful to those waiting for a response. 👆🏻 3/ Write with a clear call-to-action When you send an email, before typing the first word, think about your need - Are you sharing an update, asking for help, providing feedback? A clear goal helps you keep your email focused. ✅ Write a clear call-to-action line at the end of your email so that the reader responds. 🎭 4/ Use templates Templates are SO useful, yet I rarely see people using them effectively. 50% of your emails will be repetitive, and you will be spending time typing the same sentences again and again. ✅ If you've sent similar emails 5+ times, them make a template for it and don't repeat work. 📩 5/ Courtesy goes a long way! Your politeness in an email can be a huge-gamechanger. Whether its a colleague, a senior leader, a potential recruiter or a lead - Writing courteously, being polite in your requests, being empathetic of the other person and being complimentary are small things that make a big difference. ✅ Ensure your email is polite and courteous - You might be able to gain more opportunities through your words! Use these email tips to half your time and double your impact! Share your thoughts in the comments on your favourite email tip, or your personal method to be productive 👇🏻🔽 Mentoresult #linkedin #emails #mentorship #careercoaching