Do you feel like you're drowning in emails, that your Inbox is running your day and you spend hours disappearing down email black holes?
Most professionals receive over 100 emails every day but maybe it's not just the volume of messages in your inbox, it's your email habits:
- Reacting to every notification
- Spending time on lengthy replies
- Checking email too frequently
- Lack of clarity in messages
These habits draw your attention and focus away from your real priorities and take valuable time out of your day. Treat your inbox as a tool that needs intentional management not an uncontrolled task list.
Email isn’t just a means of communication. It's a request. Each message asks for your time, energy or a decision. Without intention and boundaries, your unmanaged inbox quickly becomes your to-do list. Before you know it, your day is shaped by someone else’s agenda.
The 3-Window Email System
If your inbox is always open, you end up constantly checking your email. Instead, set aside 3 time blocks or windows for your email:
Window 1: 10am – Process and Prioritise (15-30 mins)
Start your day with your top priorities, then check emails:
- Archive any emails needed for reference (or Delete)
- Reply to quick ones (under
2 mins)
- Label/flag anything needing action now or later
Window 2: 2pm – Action block (30-60 mins)
Emails that require more thought or longer replies:
- Respond, reply to "Action Today" emails
- Handle any decision-making communications
- Batch similar replies together for faster processing
Window 3: 4:30pm – Close the door (15-30 mins)
Your final check before 'closing the office door' for the day:
- Check
and flag any new emails, reply to quick ones
- Avoid diving into new threads
- Archive/delete any that have been dealt with
Top tip: If you are working late on emails, use Scheduled Send to maintain professional boundaries - for you and others.
7 Habits to Take Back Control of Your Inbox
1. Disable notifications!
Turn off email notifications and alerts and only check your messages at set times in the day. You'll waste less
time constanly task switching and increase your productivity. If you need one or two longer blocks, schedule them in.
2. Write clear, scannable messages
Use bold, bullets and short paragraphs. Clear action or answer at the top. Make it easy for others
to understand and respond quickly.
3. Use subject lines for clarity
Make it clear what your message is about or what's needed:
- “Action Required: Budget Review by Friday”
- “No Reply Needed: Weekly Highlights”
- “Request: 20 min Call Re: Q3 Planning
4. Create email templates
Save time and ensure consistency by automating common responses or creating
standard emails. Add them in 'draft' or use tools like Gmail templates or TextExpander.
5. Create an "Action Today" label or folder
Don’t use your inbox as your to-do list. Set up a folder or use a flag for messages that need action today, and review
it daily. Set a reminder if you need to so you don't forget. Out of sight can end up being out of mind.
6. Use the 3-Reply Rule
If you're playing email ping-pong and an email thread goes beyond 3 replies back and forth, pick up the phone for a quick
call, or hop on Zoom. Saves time waiting for replies, closes the loop quickly.
7. Set email “shutdown” time
Set aside time at the end of the day to close down your inbox and stop it eating into your evenings. A quick check of new emails, flag as needed,
add to next day's list. Set boundaries, communicate response hours (set it in your Out Of Office) and protect your personal time.
Remember, email is a tool. Effective email management isn’t about Inbox zero, it’s about having an intentional system that supports your priorities without hijacking your
day.
If you want to manage your time, focus and energy better, join the Focused Week
Blueprint for tools and strategies to protect them with a clear weekly plan.
