5 unconventional tips for your busy inbox 📥

I get it, your inbox is full and you've got enough to read, but this post is here to help you take care of all those emails.

Like it or not, email has become an unavoidable part of the job for most of us. If you’re not careful, it can easily take over your day.

At one point in my career, managing my inbox felt like a full-time job.

But over the last few years, I’ve learned a few tips to keep emails under control and spend more time on the stuff that makes an impact!

Here are my top tips to help you stay on top of your inbox without letting it dominate your day.

1. Archive Anything You Don’t Need 📦

If you’re holding onto emails just in case you might need them later, stop.

I used to be scared to click archive, worrying that a precious email would never be seen again. The archive is there for a reason, and serves a different purpose to the trash can.

Archive anything you’re 95% sure you don’t need. It’s easy to search for archived emails if they become relevant again, so there’s no need to clutter your inbox.

2. Use Rules to Filter Out the Unimportant Stuff 🤖

Set up rules to automatically filter out low-priority emails.

You can set up rules based on keywords, senders, or specific conditions to automatically move, or archive emails as they arrive.

For example, I have a rule that sends anything with the word “unsubscribe” to a separate folder. This keeps all newsletters and other things I’ve signed up to in one place, which I don’t have to check every day.

If that folder starts overflowing, I know it’s time to unsubscribe from some of those emails.

3. Adopt the ‘Two-Minute Rule’ ⏳

If an action from an email can be handled in two minutes or less, deal with it immediately. If it takes longer, add the task to your to-do list and come back to it later.

If you try and action everything as you read it, you’ll be there all day.

This keeps a nice balance to get through your inbox quickly, while not letting the small tasks pile up.

4. File Using the GTD Method 📂

Productivity nerds like me love the GTD (Getting Things Done) method. If you’re new to the idea, this video explains it well.

GTD teaches us to file all the emails you aren’t archiving into four folders:

1. Action - you need to do something.

2. Incubate - no action, but you’ll need the information in the email soon.

3. Waiting - you need someone else to action.

4. Read/Review - non-urgent stuff you need to read or review.

This is a tried and tested method by productivity experts worldwide.

It can take some getting used to, but it’s much quicker than filing every email into a complex folder set-up, and much more effective than leaving everything in your inbox.

For this system to work, you need to get used to using the search function - it doesn't matter where an email is filed away, you can always find it.

You can achieve inbox-zero enlightenment every day and quickly find what you need without overcomplicating your system.

5. Use Text Expansion Apps for Quick Responses ⏩

If you frequently type out the same phrases or responses, consider using a text expansion app like TextExpander.

These tools allow you to create shortcuts for common phrases, sentences, or even entire emails.

For example,  you could type ‘\meeting’ to automatically populate a message with your availability and even include a link to your calendar for easy scheduling.

Setting this up is easy: simply install the app, create your custom shortcuts, and start saving time on repetitive typing. This not only speeds up your workflow but also ensures consistency in your communication.

Bonus tip: you can also use these apps to fix common spelling or grammar mistakes!

I hope these tips help you take control of your busy inbox and reclaim some of your day.

Everyone's brain works differently, so play around and apply the tips that work best for you!

If you have any other strategies that work for you, let us know, we're always looking for ways to create more time for the stuff I love.

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Want more productivity tips?

Check out 5 Productivity apps that will make your work (and your life) easier.

August 2024