Organized Charm: How I Keep My Email Inbox at 0

Saturday, October 21, 2017

How I Keep My Email Inbox at 0

Today, I thought I would share my email system with you!


Let me start by saying… I am not the biggest fan of emails in general. If my inbox is not always at zero, I feel a tiny bit of stress. 

(I guess that’s better than letting it get to 2,000 and not caring, right?)


When I tell people this, they a) look at me like I’m nuts and b) ask me how I do it. 


So this is how I do it:


1. I Use Gmail

Or “Google Mail”, for those who may be technologically un-savvy (*ahem* my husband). This is one of my favorite apps out there! I keep it front and center on my phone where I can make sure there are no little red bubbles waiting for me! 

2. I Use the Gmail App

I love the app because I get notifications of new emails in real time. I used to use the 5S rule for answering emails (5 sentences or less) and it worked really well! However, at this new job, the emails that we all write are a little longer (and more polite), which is totally fine, too! I just block out a little time to sit down at a real computer if I need to write multiple paragraphs! 

3. I Keep Gmail Accounts Separate

I have been using gmail for my personal account for years. This past year, my school switched over all of our school emails to gmail (haaal-le-lu-jah) and it has made life SO much easier! All I have to do to flip between the two accounts is click on them in the top right corner- no signing in or out! :) 



4. I Keep Email Alerts On

I like my emails to be as “in my face” as possible when I look at my phone. I have them set to do the whole “pop up” thing with a snippet of the content. This way, I am forced to deal with it right away. 

(Related: Is Your Planner System Working Best for YOU?)



5. I Star Emails That Require Action

When I get an email that I can’t deal with right away, I star it. If it’s to me personally, I might write the person back and let them know I’ll work on it and when it will be ready. Then it drives me crazy until I can finally complete whatever task was needed. I use these as a working to-do list throughout the day/week and I can’t wait to get rid of them!

(Related: How to Prep Your Planner for Finals NOW!)

6. I Unsubscribe ALL the Time

It seems like overtime you order anything online these days, they somehow use that to wrangle you onto their email list. Every month, I make a point to unsubscribe from a certain number of email subscriptions. Save your favorites, of course! 

(Related: Monthly Decluttering Checklist)



7. I Archive Everything

I learned this when I used to work for attorneys. NEVER DELETE AN EMAIL. After you’ve dealt with it, archive it. Then you can always go back and search for it again in the archive search feature. Exception to this rule: advertisements (unsubscribe then delete)!

8. Inbox 0 is Always My Goal

Goals are everything. I am always working toward reaching Inbox 0 throughout the day. I've found that, if I have this expectation for myself, it's much easier to achieve it! If that's too stressful, start out with Inbox 10 or Inbox 5 and try to slowly make your goal lower and lower!

(Related: 5 Anti-Procrastination Tips to Improve Your Week!)


Also, if you don’t use gmail at your work or school, you can always use the POP feature (under gmail settings) to forward emails from your other email address to your gmail account. I’ve done that before, too, and it’s way easier than checking three different accounts every day! 

I’m sure there are some real rules out there for keeping up with emails, but these are just the things that have worked best for me! :) 

What tips/tricks do you have for staying on top of your emails? Share them below!! 


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