This is the best way to manage your emails for most productivity.

I’ve seen several posts about how to manage email inboxes for increased productivity.

Photo by Carl Heyerdahl on Unsplash

Here are some tips that I’ve implemented over the past six years — a system I call “Zero Inbox”.

The “Archive” Folder

• Transfer all emails that you’ve responded to and no longer require your attention to this folder.

Folders I Use Often

a. “Templates” Folder

• This is for emails or attachments I frequently use, such as introductory emails, customer information forms, etc. Basically, any email I will need repeatedly throughout the year.

b. “Important” Folder

• This folder is reserved for crucial stuff. Not necessarily tasks, but emails that will be important for me in the long run.

Conversation View

• Changing the email list view to “Conversation View” can be surprisingly useful and time-saving.

“2 Minutes” Rule

• If an email can be resolved in two minutes, just do it and move it to the Archive folder.

Rules, Rules, Rules

• Create rules primarily for automated emails, like newsletters, order confirmations, etc.
• I avoid setting customer-specific rules as it can be counterproductive to see folders for each customer. I prefer to keep it simple enough that I don’t see numerous folders with unread emails.

Future Events/Tasks

• If an email requires action in the future, create an event or task in your calendar and attach the email for reference, instead of keeping it in the inbox.

Finally, ZERO Inbox (without this, I feel the whole system fails)

• Ensure your inbox is ZERO (i.e., no emails) when you leave work. Everything should be neatly sorted into their respective folders.
• It’s also an excellent method to unwind and clear your mind, ensuring that you stay at the top of your game.

Using the “Zero Inbox” method can help improve your work and lower email stress. By keeping your inbox clean and sorted, you can concentrate better on your work. Try it out and see how it can change your day-to-day work.