Three Inbox Zero techniques that work
Feeling overwhelmed by your inbox? Finding less headspace for creativity?
Going “Inbox Zero” could help you.
Inbox Zero can mean having an empty inbox. It can also mean deleting all your emails. I'm not joking.
Inbox Zero is a productivity strategy designed to declutter your mind by decluttering your inbox. It helps you regain control and avoid overwhelm.
During my many years as a virtual assistant, I’ve seen different approaches to Inbox Zero.
I’ve used all of the techniques I will mention here, personally or when supporting a client.
But not every solution is a good fit for everybody.
Does Inbox Zero work?
Here are three approaches to Inbox Zero that really work.
Option 1: Delete, Delete, Delete
I’m serious. Delete them all.
Inbox Zero aims to keep your inbox uncluttered. It’s meant to help you stress less about the emails that are waiting for you.
So, what happens if you’re about to take a long stretch of leave, such as parental leave, maternity leave, paternity leave or medical leave?
Your inbox is still waiting, full to the brim with unread emails. Or is it?
If you’re part of a team or have a manager, ask if you can take this approach. It will at least save you the stress of an overflowing inbox when you return.
On your last day, set a clear out-of-office message with the following:
1. your return date
2. mention that any emails received during your absence will automatically be deleted when you return
3. share contact details of the team and your cover
Here’s an example of an out-of-office message that you can adapt.
Hello,
I’m now out of the office. I plan to return on [date].
IMPORTANT: All emails sent to this inbox while I’m away will be automatically deleted.
Here are the details of who you can contact instead:
For [subject] please contact [name] at [email]
For [subject] please contact [name] at [email]
If the message is for me and can wait, please resend it after [date of return]
Best wishes,
[Name]
On your first day back, delete all the emails in your inbox 🤯
🔺 RISK: Not everybody reads Out of Office messages.
🔻 RISK REDUCTION: Arrange a Catch-Up meeting for your return with your boss/team.
If you’re part of a larger organization or company, you could choose to have your inbox temporarily deactivated. You can ask for your inbox to be reactivated the week before you return.
As this solution is only for specific circumstances, here's an alternative approach to Inbox Zero.
Option 2: Folders all the way down
An inbox folder system is key to an organized inbox.
You can create as many or as few folders as you want. But you want to avoid over-complication.
What folders you choose to use will also depend on your position in the business, your priorities, your responsibilities, and your organizing style.
I prefer ‘less is best’ for my own folder set-up. But everybody is different.
When I start to work with a new client, we discuss preferences, what emails are regularly received, and what process has been tried before.
Some people prefer a set of main folders with subfolders. For example, a folder called ‘Projects’ with subfolders named after each project.
Some people prefer one set of folders that indicate when the email needs to be responded to. For example: ‘Today’, ‘Next Week’, and ‘Next Month’.
Each has its pros and cons. The key is to develop a folder system that works for you. And that takes time.
With this system, the goal is literally zero emails in your Inbox.
Each day, put all new emails in their designated folder before you work on them 🤯
🔺 RISK: Emails could get lost. Target dates (deadlines) could be missed.
🔻 RISK REDUCTION: Leave each new email as 'Unread' and highlight urgent emails.
With this particular Inbox Zero technique, I recommend having a folder called ‘Action’. All emails that require you to take any action go into this folder. It will save you time having to find them later.
If this system sounds too risky, there’s another option.
Option 3: Inbox + Time Management = Inbox Hero
This technique focuses on inbox productivity. The key?
Don't obsess about the 'zero' in Inbox Zero 🤯
It’s simple. Dedicate blocks of time each day to your inbox. Then ignore it for the rest of the time.
When you set a dedicated time to work on a specific task, you’re more focused.
Sound scary? It’s really not. Take it one email at a time.
Here’s how:
Six Steps to Inbox Zero
DELETE unnecessary emails.
Top Tip: Never gonna read that newsletter? Unsubscribe before you delete.
DELEGATE to the correct contact.
Top Tip: Copy in the original sender so they know what’s going on.
RESPOND to quick emails (those that take two minutes or less).
Top Tip: Create copy/paste responses to help you respond to more.
DEFER non-priority tasks.
Top Tip: Use a color or an icon to highlight these emails and add them to your To Do list.
DO priority tasks.
Top Tip: Use a different colour or icon to highlight these emails and tick once completed.
ORGANIZE emails once actioned.
Top Tip: Create a folder per project and archive once the project is complete.
It’s that simple.
🔺 RISK: You might receive a super urgent email when you’re not looking.
🔻 RISK REDUCTION: Check your inbox more than once throughout your working hours.
Less risky. More optimized. This is my personal preference.
There are various ways to approach Inbox Zero. It all depends on what works best for you, so feel free to experiment.
The goal of Inbox Zero isn’t to have an empty inbox, unless you want one. The purpose is to help you spend less time in your inbox and less time worrying about your inbox.
Your inbox shouldn’t take up all your time or all your headspace.
Free your mind and focus on what you love.
What does your current inbox approach look like? Is it working for you?
If you want to get to Inbox Zero or just want someone else to deal with your inbox, I can help.