Inbox management

Inbox Management 101 2023: 15 Easy Steps to Manage your Email

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In business, email is a highly valuable specialized tool. It is less intrusive than a phone call, and its inbox management is more convenient. It enables business visionaries to run their businesses from almost anywhere.

You can communicate with consumers and clients from your office or on the go, check in with reps, and schedule important meetings.

However, while email is meant to make communication easier, it can also be counterproductive because you spend so much time managing your email. Here are tips for bettering your inbox management and reducing the number of messages in your email.

Inbox Management 101: 15 Easy Steps

#1. Every Day, Cycle your Mail Once

Although you may check your email a few times a day to make sure everything is okay, it is important that you don’t respond to them right away. I only do it once a day, either early in the morning or late at night.

Keep an opening in your daily schedule to deal with your messages. If you don’t finish inside the first day’s timetable, continue the following day. Concentrate on the most important ones and let the rest go.

#2. Receive Emails in Batches

If you can’t stop yourself from checking your email every time you hear a ping, using a tool like the Batched inbox plug-in for Gmail will help you handle the constant email barrage in your inbox.

It collects your emails together and sends them to you in waves but only at times; you specify.

#3. Fix Time Blocks for Emails

Reading emails as they arrive in your inbox regularly stifles productivity. Establishing a schedule may not be workable for occupations that require regular communication.

However, if you inspect your profession, you might schedule email reading time every 60 or 90 minutes. Set calendar reminders until you’ve established a routine.

#4. Use the Draft Folder

Make your own to-do list by only opening emails that require your attention. Look for essential emails that need to be responded to right away. (e.g., for priority projects or from your boss).

Then only open those messages or press “respond” Keep the reply window on your computer open, or save the message to your drafts folder. This stack of replies is on your to-do list.

Instead of attempting to get through a larger volume of less relevant messages, use your allotted email time to compose meaningful, cogent responses. Instead of having a perfectly empty inbox, your goal can be to have an empty drafts folder.

#5. Unsubscribe from Unnecessary Newsletters

While deleting useless newsletters and sales notifications one by one may appear to be productive, sifting through the same junk mail week after week adds to inbox management inefficiency.

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#6. Turn on the Preview

Use your email program see highlight if it has one. This will allow you to look at the initial few lines of a message in a different window, so you will not need to open it all together to understand it, and you can erase garbage in a flash.

#7. Use the Five D’s and Touch Email only Once

Actions that can help you carry out the five D’s, according to Dalton, include; do, delegate, delete, defer, and designate.

Promptly withdraw from and erase messages that require no activity, and concede those warnings that require over two minutes of activity to finish. Ultimately, record messages that contain data to a different organizer so you can find them all the more effectively later on.

#8. Make a list of your Go-to Responses and save them as Templates

Changing a different reaction for each email may be tedious. If you often send a similar email, you may think that it is useful to store some stock reactions in your drafts that you can rapidly reuse.

This has over time proven to be a workable technique to inbox management.

#9. Turn off your Email Notifications

Even if you’ve resolved to only check emails during pre-determined times, the siren call of your inbox notification may be too much to resist. If this is the case, the answer is straightforward: Turn off the notifications on your phone.

“You will never go more than a couple of hours without viewing your emails if you work in time blocks,” Miller says. “Turn off your notifications since they will keep you from doing what you need to do at your desk.”

Using Boomerang’s Inbox Pause feature, you can hold yourself accountable.

#10. Use the 1-minute Rule when replying Emails

If it takes less than a minute to respond, do so immediately and document it. Allow it to sit in your letterbox for as little time as possible. Allowing it to float around your thoughts and being constantly reminded that you need to respond will take a lot more effort.

Simply stick to the 1-minute time limit when answering, so you don’t have to put in more effort than necessary. This helps me get mail in a short amount of time, which saves me time.

#11. Set a time limit on the time you spend Inbox

Limit your overall time spent in your inbox beyond the brief threshold. Time yourself the next time you actually look through your mail. Determine how much time you’ll need to measure, read, respond to, and categorize your mail. Then ask yourself how much of that time you spent. There’s a good chance that a substantial chunk of that went to waste.

You may receive communications that are unusually long occasionally. Filter through these messages, see whether there’s anything relevant to you, and then cycle through them in the same way.

Respond using the brief standard; if you don’t intend to respond, document it.

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#12. Use Filters

Channels are tools that help you determine the message when it arrives in your inbox. A channel requires two things;

  • A term to pay special attention to, and
  • An action to take it if the phrase is co-ordinated.

Depending on the channel, it will spontaneously organize the mail into a distinct envelope/chronicled.

#13. Create Numerous inboxes

This inbox management technique will help you prioritize your email further and remind you how long you should spend on every folder.

Here’s how you can go about it;

Begin by clicking the gear button in the top right corner of your inbox. From the drop-down menu, choose ‘settings’. When the settings page loads, notice several words, most of which are printed in blue under settings.

Scroll down until you see ‘many inboxes’ under ‘labs’. Go further down to ‘save changes’ and click ‘enable’. You may then tweak your many inboxes by returning to settings and fiddling with the queries that activate the various inboxes.

#14. Just Don’t Reply

Don’t put too much pressure on yourself to respond to every single email. Reply if it helps, but if the costs of doing so don’t outweigh the advantages, it’s probably not worth it. Simply leave it alone, and things will work themselves out.

#15. Have a ‘Reply by Day’ Folder

Mail that requires a response should be filed in a folder labelled ‘Reply by Day’ where you mark it for a weekday. You may choose to do this every three days a week.

This way, you don’t feel obligated to respond at every instant a mail pops up in your inbox.


Email overwhelms most of us. Although it is an excellent communication tool, we frequently misused it. You can soar your productivity if you manage it well.

Start by just checking and processing email at specific times during the day to establish control of your inbox. If you’re worried about the delayed answer, explain that you don’t always check your email.

Also, attempt to keep your inbox as free of clutter as possible. Use folders like “Action,” “Waiting,” and “Archives” to organize your messages. When you check your email, follow the two-minute rule: answer any email that takes you two or fewer to read and respond to.


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Ajah Excel is a team growth and performance expert with over nine years of experience in blogging and personal development.
He leads a team of 36 crazy, restless innovators with an enviable work culture at Silicon Africa Technologies Limited – a fast-rising tech firm from the SouthEast.
Excel is the founder of and WriterGig.
He is also the co-organizer of TEDx Ikenegbu and convener of Social Media Fest.
He is a vibrant learner who yearns to share his knowledge to educate and inspire young Africans.
He has a B.Tech in Information Management Technology with certifications in growth hacking, effective communication, leadership, team, and personal development, to mention a few.
Ajah Anayochukwu Excel is a passionate public speaker, creative writer, and brand storyteller.

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