Workflow to Clean Up Incoming Emails

Inbox Zero: 6 Strategies That Actually Work Email, am I right? If you are like me, you probably have hundreds if not thousands of emails across multiple inboxes. You respond, you delete, and yet it seems like a Sisyphean task as the next day, your inbox is full again. My New Year's resolution was to reduce my work inbox to fewer than 500 emails and my personal inbox to below 100. I haven't accomplished that yet. So, I decided to ask AI for solutions and discovered practical strategies that significantly helped me reduce the number of emails in my inbox. 1. The 2-Minute Rule If responding takes less than 2 minutes, do it immediately. Don't let quick tasks pile up. 2. Schedule Email Time Blocks I check email just 3 times daily: Morning, midday and end of day. This prevents constant interruptions and reclaims 90+ minutes of focused work daily. 3. Use the "Touch-It-Once" Principle When you open an email, decide its fate immediately: • Respond • Delete • Archive • Delegate • Schedule for later action Tools that help me implement this: • Todoist: I forward emails requiring action to my task manager with one click • ClickUp: For emails that become projects, I create tasks directly from my inbox • Microsoft Teams: I've moved quick questions and daily communications from email to Teams chats No more marking as unread or revisiting the same messages repeatedly. 4. Create Smart Filters & Templates Set up filters for automatic sorting and use templates for repetitive responses. I reduced my email processing time by 40% this way. Some tools that transformed my workflow: • Gmail Filters: I automatically label emails by project and route newsletters to a "Read Later" folder • Microsoft Outlook Rules: Set up rules to move emails to dedicated folders • Copy'Em (MacOS): Saved templates for common responses (meeting scheduling, information requests) • Boomerang: Schedule emails to return to my inbox if no response within 3 days • Created a new inbox for general inquires and my admin helps monitor it. 5. Embrace the Weekly Reset Every Friday, I spend 20 minutes clearing out my inbox. This ritual prevents weekend anxiety and gives Monday a fresh start. I also use in-flight time to respond to messages; no Wi-Fi needed; they will go out when I get back online. 6. Ruthlessly Unsubscribe I dedicate 10 minutes monthly to unsubscribing from newsletters and promotional emails I no longer read. For each new subscription that comes in, I ask: "Does this provide real value?" If not, I unsubscribe immediately. Tools like Unroll.me have helped me identify and mass-unsubscribe from dozens of mailing lists I didn't even remember joining! What email management strategies work for you? Share in the comments! #ProductivityHacks #EmailManagement #WorkSmarter #ProfessionalDevelopment

How I Hit Inbox Zero Every Morning For years, my inbox controlled me. Unread messages piled up, important things got buried, and I constantly felt like I was playing catch-up. Then I built a system. Simple, repeatable, and impossible to ignore. Now, every single morning, I start with inbox zero. Here’s how it works: Step 1: Clear the inbox daily - Junk? Deleted. - Takes under 10 seconds? Replied to on the spot. - Takes longer? Turn it into a task → archive the email. The key is never letting an email linger. It either gets handled or moved. Step 2: Centralize all tasks - The real trick isn’t email—it’s where those “longer than 10 seconds” items go. - This was the real insight I learned from my friend Yotam Cohen. He explained that if your tasks are scattered—some in email, some in WhatsApp, some in random notes—you’ll always feel behind. - I use Notion. He used Trello. Others use Asana, Todoist—doesn’t matter. What matters is that everything lives in one place: Emails, WhatsApps, Calls, Random notes If it needs to be done, it goes in the system. From there, I prioritize: urgent vs. important. Step 3: Build small habits These little moves keep the system alive: - Delete verification code emails right after using them. - Unsubscribe from junk whenever possible (Gmail makes this super easy). - Never tell yourself, “I’ll deal with this later.” Later = never. The result? Inbox zero. Every morning. No clutter. No missed follow-ups. Nothing slipping through the cracks. It’s not about the tool—it’s about the discipline. Most people let email pile up until it’s overwhelming. This flips the script. And honestly—it’s so simple I don’t get why more people don’t do it.

💡 𝗜’𝗺 𝗞𝗶𝗰𝗸𝗶𝗻𝗴 𝗼𝗳𝗳 𝘁𝗵𝗲 𝗧𝗖𝗥 𝗣𝗿𝗼𝗱𝘂𝗰𝘁𝗶𝘃𝗶𝘁𝘆 𝗛𝗮𝗰𝗸𝘀 𝗦𝗲𝗿𝗶𝗲𝘀 ! Time management and general personal productivity are some of the most requested topics I get from my coachees. Since I’m not into gatekeeping, I’ve decided to share weekly productivity tips under the hashtag #TCRProductivityHacks This first hack is about a productivity system called Inbox Zero 🚮 𝘊𝘭𝘶𝘵𝘵𝘦𝘳𝘦𝘥 𝘸𝘰𝘳𝘬𝘴𝘱𝘢𝘤𝘦 = 𝘤𝘭𝘶𝘵𝘵𝘦𝘳𝘦𝘥 𝘮𝘪𝘯𝘥 Well, the same applies to your inbox. When it’s cluttered, it can easily give you anxiety, make you less productive… and even worse: some things may fall through the cracks and deadlines are missed. Also, your inbox is constantly competing with your to-do list. If you can relate to this, then I encourage you to give 𝗭𝗲𝗿𝗼 𝗜𝗻𝗯𝗼𝘅 a try. It’s a productivity system that has become extremely popular in the corporate world (where your inbox is your main communication tool), essentially turning your inbox into a to-do list. Here’s how it works: every morning and at the end of every day, set yourself time to clean your inbox, by following this very simple system: 𝗜𝗳 𝗮𝗻 𝗲𝗺𝗮𝗶𝗹 𝗶𝘀 𝗶𝗿𝗿𝗲𝗹𝗲𝘃𝗮𝗻𝘁 🗑️ Delete or ❌ Unsubscribe 𝗜𝗳 𝗿𝗲𝗽𝗹𝘆𝗶𝗻𝗴 𝗼𝗻𝗹𝘆 𝘁𝗮𝗸𝗲𝘀 𝗮 𝗺𝗶𝗻𝘂𝘁𝗲 📤 Answer and 🗑️ Delete 𝗜𝗳 𝗶𝘁’𝘀 𝗼𝗻𝗹𝘆 𝗙𝗬𝗜 (𝗻𝗼 𝗮𝗰𝘁𝗶𝗼𝗻 𝗿𝗲𝗾𝘂𝗶𝗿𝗲𝗱) 📁 Archive or 🗑️ Delete 𝗜𝗳 𝗶𝘁’𝘀 𝗮 𝗿𝗲𝗴𝘂𝗹𝗮𝗿 𝘂𝗽𝗱𝗮𝘁𝗲 𝘆𝗼𝘂 𝘄𝗮𝗻𝘁 𝘁𝗼 𝗺𝗼𝗻𝗶𝘁𝗼𝗿 ♻️ Create a rule that sends e-mails to a folder 𝗜𝗳 𝗶𝘁 𝘁𝗮𝗸𝗲𝘀 𝗮 𝗺𝗼𝗿𝗲 𝗿𝗲𝗳𝗶𝗻𝗲𝗱 𝗿𝗲𝘀𝗽𝗼𝗻𝘀𝗲 𝗼𝗿 𝗽𝗿𝗼𝗷𝗲𝗰𝘁 𝘄𝗼𝗿𝗸 📅 Keep it in your inbox as a to-do & schedule time to do it 𝗜𝗳 𝘁𝗵𝗲𝗿𝗲’𝘀 𝘀𝗼𝗺𝗲𝘁𝗵𝗶𝗻𝗴 𝘆𝗼𝘂 𝗻𝗲𝗲𝗱 𝘁𝗼 𝗳𝗼𝗹𝗹𝗼𝘄-𝘂𝗽 𝗼𝗻 𝗮𝘁 𝗮 𝗹𝗮𝘁𝗲𝗿 𝗱𝗮𝘁𝗲 💤 Hit the snooze button to make it disappear (available in Gmail) In the end, your inbox should be kept to a minimum, and every email that’s left there represents a “to-do”. And if you’ve hit Zero Inbox, then it’s officially time to log off because you’re done. 😌 Adopting the Zero Inbox method might seem challenging at first, but once you get into the rhythm, you’ll have a much more focused view of your to-dos, priorities and deadlines. ❓ Have you tried Zero Inbox? If not, what’s your method to controlling inbox madness? #timemanagement #productivity #prioritization #worksmarternotharder

Discover how mastering "Inbox Zero" can reclaim hours for strategic tasks and transform your productivity: The concept of "Inbox Zero" has emerged as a beacon of efficiency and stress reduction. But what exactly is "Inbox Zero"? Coined by productivity expert Merlin Mann, it’s not about having zero emails in your inbox at all times but rather about managing your inbox in a way that your mind remains free from the clutter and stress often associated with a mounting pile of unread messages. Here's a step-by-step guide that I've found incredibly effective: 1. Streamline with filters and labels ↳ Automatically sort emails into categories and label them by project, client, or urgency. 2. Schedule email processing times ↳ Set specific times to check your email, so it doesn't become a constant distraction. 3. Apply the two-minute rule ↳ If a task can be done quickly, do it immediately to prevent a backlog. 4. Practice the Four D's ↳ Delete, Delegate, Defer, and Do. This helps you prioritize and manage your emails effectively. 5. Unsubscribe from unnecessary lists ↳ Keep your inbox relevant by regularly auditing your subscriptions. 6. Use technology to your advantage ↳ Enhance your email efficiency with tools like Boomerang, and SaneBox, and Gmail-specific enhancements such as Mailstrom, Flow-e, and Hiver. Use Inbox When Ready to minimize distractions by accessing your inbox only during designated times. 7. Regularly review and maintain ↳ Set reminders to ensure your folders and labels are up to date. Achieving Inbox Zero is less about reaching an empty inbox and more about mastering your approach to email management. By implementing these steps, you not only clear out your inbox but also pave the way for a more productive and stress-free work environment. — 💬 I’d love to hear from you:  How do you manage your inbox? Share your tips or struggles below, and let's learn from each other.👇 ❤️ If you found this helpful, like this post. ♻️ Feel free to share with others who might benefit. 🔔 Want more content like this? Follow me Sandra Pellumbi #Productivity #Leadership #HighPerformance

Want to free up 10-60 minutes per day? Try this e-mail productivity tip (the 4 D's) Every e-mail should be actioned by one of these 4 D's: Do it. Delete. Delegate. Delay. Many waste so much time re-reading e-mails, or lose productivity switching between getting work done and being distracted by e-mail alerts popping up. DO IT Quickly take action on emails that you can handle in 2 minutes or less. I live by the 2-minute rule and get through most e-mails during my 2-3 calendared e-mail dedicated times per day, usually leaving work with nothing in my inbox...and I get 100’s of e-mails a day. Bonus Tips: 1. See your e-mail when you decide to see it by setting aside specific time in your calendar each day to review and action your inbox. 2. Turn off e-mail notifications. Stop getting distracted every time a new e-mail message comes in; e-mail is not the forum for emergencies. See comments for how to do this in Outlook. DELETE Delete e-mails that are non-actionable and do not need to be kept for future reference. Get it out of your inbox. If you hate deleting, at least archive them away so they are not in your inbox. DELEGATE. Delegate e-mails containing actions that others can complete. Include what you would like the receiver to do and by when. DEFER/DELAY. Send emails to your task list that can wait, will take more than 2 minutes to complete, or will require your full focus. If you need time to complete an action from the e-mail, drag it directly to a calendar invite and book the time to do it. Or, if you use tasks, you can drag the e-mail to the task icon and then update the subject with a clear description so you know what you will do with that e-mail and can save time from having to read it all again. What other e-mail productivity tips work for you?

Do you feel like you spend all day answering email? Here’s how to stop: a method that actually works 👇 Set up 2 lists that you can forward emails to: A task list, and a list of things you’re waiting for. Either set up these lists on a platform where you can forward emails to them (I like Monday) or send them to a VA to put on the appropriate list. Go thru your inbox, respond as needed. If an email requires you to do something: If it will take less than 2 minutes, just do it. If it will take more than 2 minutes, forward to your task list. (I didn’t make this up, it’s from Getting Things Done). If you respond to an email ASKING someone to do something, CC your waiting for list. Get the things you need to do or are waiting for out of your inbox so you’re left with what email was meant for: correspondence. Schedule a block of time daily to execute items on the task list and mark them as complete as you go (this is importantly, or you’re just sending the tasks to a black hole). Schedule time on a daily or weekly basis to go thru and follow up on the items in your waiting for list (how often you need to do this depends on A. how fast your team executes and B. how much you can rely on them to close the loop.) If they’re really good at B you may not even need the task list. ANY time I feel out of sync or that email is taking up my whole day, I realize that I’ve fallen out of rhythm with this routine. Keep your tasks, follow ups, and correspondence where they belong. Tackle them accordingly. It works.

Want to feel more organized and more productive? Start with 5S—yes, even in your inbox or shared folders. We often think of 5S as a tool for physical spaces, but it works just as well for digital clutter. Here’s how I’ve used 5S to clean up emails and shared folders: Sort 🗂️: Delete or archive what you don’t need. Straighten 🧩: Use folders, color codes, or naming conventions that make sense. Shine ✨: Unsubscribe from noise, fix broken links, clean up duplicates. Standardize 📁: Align with your team on folder structures and naming rules. Sustain 🔄: Block 10 mins weekly to tidy up and stay ahead of the mess. It sounds simple—but the time savings and reduced frustration add up fast. Where could digital 5S make your life easier? I’d love to hear how others tackle their inboxes and drives—drop your favorite tip below! #leanalldayeveryday #ContinuousImprovement #DigitalOrganization #LeanThinking

Email Overload is Real—Here’s What Actually Helps If your inbox feels like a never-ending to-do list, you’re not alone. No matter how much I try to stay on top of emails, they just keep coming. Over the years, I’ve found a few things that actually make a difference—not just another system to maintain, but real, practical changes that help keep the overwhelm in check. Here’s what works for me: 1️⃣ The 2-Minute Rule ⏳ – If I can reply in two minutes or less, I just do it. Otherwise, it gets added to my task list instead of sitting in my inbox. 2️⃣ Folders & Filters📂 I don’t waste time sorting every email, but I do have filters for things like newsletters, CC’d emails, and automated reports. This keeps my main inbox cleaner without me having to do anything. 3️⃣ Inbox Check-Ins Instead of Constant Refreshing – I try to check email at set times instead of reacting to every notification. This one is easier said than done, but when I stick to it, my focus is way better. 4️⃣ Saved Responses for Repetitive Emails ✉️ – If I find myself typing the same thing over and over, I save it as a template. Even if I tweak it each time, it still saves time. 5️⃣ Unsubscribing (Aggressively) ❌ – If I don’t actually read it, it’s gone. No guilt, no second-guessing. Less clutter = less stress. Also, one thing I’ve learned: not every email needs an instant response. Just because it’s in my inbox doesn’t mean it’s my top priority. And that mindset shift alone has helped a lot.

Your emails aren't important. Stop doing work others can handle. Spending hours on emails isn't leadership. It's wasted time. Yet most CEOs check their inbox first thing in the morning. After drowning in requests, updates and intros, they wonder where the day went. That stops now. Here's how to get back 10+ hours a week by delegating your inbox: 1. Minimize Email Distractions ↳ Emails feel like work but don’t move the needle. ↳ Shift from inbox management to business growth. 2. Streamline Communication ↳ Move internal comms to Slack or Notion. ↳ Keep email only for external priorities (sales, hiring, partnerships, etc.) 3. Use an EA for Email Management ↳ Your EA understands the business and responds accordingly. ↳ Use template responses for repetitive emails (e.g. investor intros). 4. Create a Knowledge Base ↳ The EA tracks meeting recordings, Twitter and emails for answered questions. ↳ Common responses are stored in a Notion Q&A database for reference. 5. Email Diligence Process ↳ The EA filters incoming emails. ↳ They loop in relevant people or reply themselves. 6. Use a Drafts Folder Instead of Inbox ↳ The EA drafts replies for review. ↳ You only see emails that need your personal touch. 7. Outcome ↳ Inbox delegation slashes your response time to 10 minutes per day. ↳ You work intentionally to emails, not reactively. Instead of reacting to your inbox, focus on growing your business. What's your biggest email time-waster? Drop it below. ________________ ♻️ If this hits home, share it with your network. 🔔 Follow Christine Carrillo for more no-fluff leadership insights. ⏰ If you’re ready to delegate more and get your time back, check out my course: https://bit.ly/41wb1iA

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