Managing High Volume User Emails as a Founder

People often celebrate the cult of “inbox zero” but don’t explain why it actually matters or how to do it. After many years of working at it - here is where I have ended up. WHY EVEN TRY? The speed of the flow of (quality) information around an organisation is incredibly important. Founders are often the worst bottleneck for this flow – with our various inboxes (across email, Slack, Notion, LinkedIn, WhatsApp, etc) being the places where this information can pile up. Therefore, the faster that a decision maker can clear out their inboxes, the better the information health of their team / organisation. (You could make a crude analogy for a heart pumping blood around the body) MY APPROACH You cannot be everywhere at once! It is important to tell folks to use certain inboxes and focus mostly on clearing these out. For external people, I direct them to my email and, internally, I mostly use Slack. These are my primary inboxes. I make it clear to the most important folks (my team, investors, customers, etc) to get in touch via these channels. I then dedicate time throughout the week (Monday morning, Wednesday afternoon and Friday afternoon) to clear things out. On top of this, it’s important to try and have a sensible system around instant replies, archiving, forwarding, snoozing, etc. to help manage your clear out sessions. When I open email during the day I'll try to resolve important things instantly, forward emails to the right person / team (even if I have to reply properly later), and snooze things that can wait 24hrs to my next deep session. For my secondary inboxes (LinkedIn, WhatsApp, Twitter, Notion, etc) I try to look at these at least once a week and direct anything/anyone important to my preferred inbox for all future communications. Over time, this compounds and it all becomes more straightforward. Remember, fellow founders, it’s totally allowed to have clear internal policies around communication with you and, if you want it, norms for communication at your entire organisation. At its core, maintaining healthy inbox habits isn’t just about personal productivity. When information moves swiftly and efficiently, so do decisions and outcomes. OVERDOING IT Some people turn Inbox Zero into their full time job. This is stupid and harms them and the org. You cannot let others dictate your life or your work - you need to be in control and give yourself time for deep work. This is why the boundaries I've set up around clearing things out multiple times a week helps - I know that I'll deal with it soon so I can safely ignore it for now. Fellow inbox zero folks, I’d be interested in hearing any other top tips that you may have on staying on top of things!

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

I’ve heard countless excuses from executives and founders about why they prefer managing email themselves. Let’s break down those myths today. Ever find yourself drowning in an endless sea of emails, yet convinced only you can handle it? I get it—handing over your inbox feels like letting someone else who doesn't understand drive when you're in a rush. But here’s the truth. 𝙇𝙚𝙩’𝙨 𝙗𝙪𝙨𝙩 𝙨𝙤𝙢𝙚 𝙘𝙤𝙢𝙢𝙤𝙣 𝙢𝙮𝙩𝙝𝙨, 𝙨𝙝𝙖𝙡𝙡 𝙬𝙚? 𝗠𝘆𝘁𝗵; “𝗜 𝗻𝗲𝗲𝗱 𝘁𝗼 𝗽𝗲𝗿𝘀𝗼𝗻𝗮𝗹𝗹𝘆 𝗿𝗲𝘀𝗽𝗼𝗻𝗱 𝘁𝗼 𝗲𝘃𝗲𝗿𝘆 𝗲𝗺𝗮𝗶𝗹 𝘁𝗼 𝘀𝘁𝗮𝘆 𝗶𝗻 𝗰𝗼𝗻𝘁𝗿𝗼𝗹.” I understand—you know your brand better than anyone. However, delegating email management to a skilled VA gives you more control. Your VA can mirror your tone and style, ensuring your responses are authentic while freeing up time for strategic decision-making. 𝗠𝘆𝘁𝗵; “𝗘𝗺𝗮𝗶𝗹 𝗺𝗮𝗻𝗮𝗴𝗲𝗺𝗲𝗻𝘁 𝗶𝘀 𝘁𝗼𝗼 𝗺𝗶𝗻𝗼𝗿 𝘁𝗼 𝗱𝗲𝗹𝗲𝗴𝗮𝘁𝗲.” Minor? Until it’s eating up half your day. Freeing yourself from Constant inbox checks mean gaining back those hours for innovation, growth, and yes—your sanity. 𝗠𝘆𝘁𝗵; “𝗡𝗼 𝗼𝗻𝗲 𝗲𝗹𝘀𝗲 𝘄𝗶𝗹𝗹 𝗸𝗻𝗼𝘄 𝘄𝗵𝗶𝗰𝗵 𝗲𝗺𝗮𝗶𝗹𝘀 𝗮𝗿𝗲 𝗶𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁.” Here’s the secret: With the right guidance, a VA can identify which emails need your attention. Critical emails are flagged for you, while the rest are handled efficiently— peace of mind at last! 𝗠𝘆𝘁𝗵; “𝗦𝗲𝘁𝘁𝗶𝗻𝗴 𝘂𝗽 𝗮 𝘀𝘆𝘀𝘁𝗲𝗺 𝗶𝘀 𝘁𝗼𝗼 𝗰𝗼𝗺𝗽𝗹𝗲𝘅 𝗮𝗻𝗱 𝘁𝗶𝗺𝗲-𝗰𝗼𝗻𝘀𝘂𝗺𝗶𝗻𝗴.” It’s not rocket science. A well-trained VA can implement an effective email management system quickly, saving you time and stress without any hassle. 𝗠𝘆𝘁𝗵; “𝗜’𝗹𝗹 𝗹𝗼𝘀𝗲 𝘁𝗵𝗲 𝗽𝗲𝗿𝘀𝗼𝗻𝗮𝗹 𝘁𝗼𝘂𝗰𝗵 𝗯𝘆 𝗻𝗼𝘁 𝗿𝗲𝗽𝗹𝘆𝗶𝗻𝗴 𝗺𝘆𝘀𝗲𝗹𝗳.” Here’s the irony: A VA can enhance the personal touch by ensuring timely, thoughtful responses. Your clients feel valued, and you stay connected to what matters, without sacrificing precious time. Email management isn’t about letting go—it’s about leveling up. Stop letting your inbox control your day, and reclaim your focus on what matters. 𝗥𝗲𝗮𝗱𝘆 𝘁𝗼 𝗱𝗶𝘁𝗰𝗵 𝘁𝗵𝗲 𝗲𝗺𝗮𝗶𝗹 𝘁𝗶𝗺𝗲 𝗱𝗿𝗮𝗶𝗻? 𝗟𝗲𝘁’𝘀 𝘁𝗮𝗹𝗸 𝗶𝗻 𝘁𝗵𝗲 𝗗𝗠. SEE YOU AT THE TOP 🚀 --------------------------------------------- I help Founders, CEOs, and entrepreneurs reclaim 30+ hours weekly by handling administrative tasks, so you can focus on what matters most. P.S. Is it just me, or is this month flying by? Does anyone else feel the same? Follow Eze for more #productivity tips. #VirtualAssistant #Founders #CEOs #Entrepreneurs #AdministrativeSupport #EmailManagement