Maybe you’ve decluttered your office or your car—even your love life!—but when was the last time you removed the excess from your inbox? Email inboxes can quickly transform into black holes that not only sap your energy, but drown emails you actually want to read.

Well, it’s time to take back control! A streamlined and organized inbox will improve your mental clarity and increase productivity. 

You may feel overwhelmed looking at the endless list of emails, folders, and tabs, but there are some very effective email management strategies to tame the beast. You can read through our tips and digest them first, or go ahead and open your inbox now and start taking action as you go through each step. Either way, you’ll soon have a shiny new inbox that helps you succeed instead of weighing you down.

1. Set Up Email Filters and Labels

Your first line of defense against email overload is to master email filters and labels. Start by setting up some filters to automatically sort incoming messages. If you’re not sure how, a quick search for “[your email provider] how to set up filters” will help. 

Think of filters as your own personal assistant who tidies up your inbox while you focus on what really matters. You can create filters based on specific senders, keywords, or subjects to funnel emails into neat little folders. It’s like Marie Kondo for your inbox!

But don’t forget about labels. If filters help you sort emails into main folders, labels add a second layer of niche organization. For example, you could set up a filter to move all emails connected to a work project into one folder, and then use labels to further categorize each email. Emails connected to Stage 1 of the project will have one label, while those connected to Stage 2 will have another label, and so on. Use labels to mark important messages, prioritize tasks, or even spot opportunities that require your immediate attention. 

Actions to Take:

• Create filters to sort current and future emails into folders.
• Label important emails to help prioritize projects and tasks.
• Review and update regularly!

2. Unsubscribe and Declutter

We’re all guilty of holding onto subscriptions that no longer serve us. Maybe we feel loyal to a brand, or it could be a case of getting comfort from familiarity, even if we never open those familiar emails anymore. 

Don’t beat yourself up about it, just take a breath. It’s okay to click “unsub me” because it’s like a digital cleanse that will make you feel lighter and more in control. 

Unsubbing is easier than you may think: tools like Unroll.me or Gmail’s built-in unsubscribe feature help a lot. They’ll simplify the process of breaking up with those unwanted newsletters. 

But don’t stop there! After the purge, consider creating a separate email address for non-essential communications (personal stuff). That way, your primary inbox can be a VIP area for work and any critical info coming your way.

Actions to Take:

• Use an unsubscribe tool like Unroll.me or Gmail’s feature.
• Delete or archive old emails, keeping only what’s essential.
• Create a separate email address for non-essential communications.

3. Get Assistance

An overloaded inbox can seriously drag down your business, so hiring help is a great strategy, especially if you’re trying to juggle your business along with email list management. 

Luckily, I’m a pro at digital organizing! As an Online Business Manager (OBM), my role is to help business owners like you handle administrative tasks efficiently, freeing you up to focus on your business’s growth. If email overload is stressing you out, please reach out so we can discuss how to get you streamlined.

4. Adopt a Zero Inbox Approach

The “Zero Inbox” philosophy is a game-changer in fighting email overload. It’s like a productivity power move that will make you feel invincible. How does it work? Here’s the key takeaway—prioritize, prioritize, prioritize! Your goal is to basically have zero emails in your main inbox folder (so, no—you’re not deleting them all! Only organizing them into targeted folders). 

Sort every email based on importance, urgency, and relevance to your goals. Be a master of swift action and respond promptly to time-sensitive messages. Delegate or schedule tasks like a boss, so nothing slips through the cracks. Those who use this strategy usually plan time every day to make sure all new emails are sorted ASAP, which ultimately avoids the overwhelm of a crowded inbox, and keeps important info easily accessible.

Actions to Take:

• Adopt a zero inbox by regularly emptying your main folder.
• Prioritize emails based on importance, urgency, and relevance.
• Respond promptly; delegate or schedule tasks as soon as possible.

5. Utilize Email Management Tools and Features

We live in the age of tech wizardry, where project management can be a breeze and some seriously cool email management tools and features are at your disposal. From snoozing emails for later to setting reminders or using read receipts, there’s a lot you can do to stay on top of your game. 

Email management software like Boomerang, SaneBox, or Mailstrom can automate email organization, schedule send times, or prioritize messages. And productivity apps like Todoist or Trello can seamlessly integrate your email tasks into your overall workflow.

Actions to Take:

• Try an email management tool: Boomerang, SaneBox, or Mailstrom.
• Try a productivity app: Todoist or Trello.

6. Create Email Templates and Responses

Time is precious and we’re all about efficiency here. So why not create some email templates and canned responses? They will save you a lot of time for common responses or inquiries. You can create templates for setting up meetings, follow-ups, and thanks-yous.

Just remember—templates are great for speed, but make sure to add your personal touch. Customize your email templates as needed to maintain authenticity and a human connection. After all, you’re a fabulous business owner with a unique voice, and your emails should reflect that!

Actions to Take:

• Create email templates to save time and maintain consistency.
• Automate frequently sent messages.
• Personalize your templates to convey authenticity and a human touch.

7. Establish Email Habits and Time Blocks

Let’s talk about establishing healthy email habits to increase productivity and maintain your energy.

First, limit how often you check your inbox to avoid being in a constant state of interruption. Designate specific time blocks in your schedule just for email management and treat it like an important meeting with yourself. Then, when the meeting is done, it’s done. Resist the urge to keep going back to emails and instead focus on other work.

Next, adopt the “touch it once” principle, ensuring that you take immediate action or delegate tasks as soon as you read an email. Don’t let those emails linger and multiply like bunnies. Trust us, they’ll only bury you alive under a mountain of unread messages. Stay on top of your game and conquer that inbox like the boss you are!

Actions to Take:

• Set email time blocks to dedicate specific times for email management.
• Limit email checking to reduce interruptions and distractions to your work.
• Adopt the ‘touch it once’ principle and take immediate action on emails.

Get Your Free Checklist to Reduce Email Overload

Congrats! You’ve now armed yourself with the necessary email management strategies to clean up your inbox, stay organized, and never miss out on valuable opportunities again. 

But…we’ve got something exciting for you.

We know the struggles of managing a thriving business while juggling inbox overload, so if you sign up for our newsletter (which we promise will be packed with valuable info!), you’ll get a free checklist that will kickstart your inbox cleanup ASAP. We’ll equip you with even more tips, resources, and exclusive offers to help you level up your business game. 

Sign up here. And happy organizing!