Aiming for “Inbox Zero”? Try This Instead
IN A HURRY? HERE’S THE BOTTOM LINE
Clearing every email from your inbox isn’t how a CEO like you should spend your time. Instead, focus on reducing the number of emails you receive and putting some structure around how you manage your inbox.
GOT A MINUTE? HERE ARE THE DETAILS TO CONSIDER
When I rebuilt my website last year, I decided to keep the three most popular blogs from the old site. And one of those blogs was How I Achieve Inbox Zero Every Day.
I used to talk about this concept all the time! I’ve run training sessions, made videos and Reels, and wrote a how-to blog about that topic.
I was really proud of my proven strategies to achieve “inbox zero” because I know that for so many business owners, we tend to be drowning in communication. We have so much coming at us, every single day, so getting a handle on our inboxes can be one way to stay on top of everything we need to do.
But my philosophy has changed over the years.
While I still think having a system and being organized in our inboxes is very important, I don’t think “inbox zero” needs to be put on a pedestal. Let’s review the basic principles of email inbox organization and then talk about how you can better spend your time.
Tactics to Cut Down on Email Overwhelm
These ideas are adapted from “Getting Things Done,” David Allen's workbook that accompanies his book by the same title. (If you’re buying just one, go for the workbook!) If you follow these two steps, you will spend less time in your email inbox and more time growing your business.
Step 1: Reduce Your Email Volume
This is your first layer of defense. You can cut down on the number of emails hitting your inbox every day by:
Unsubscribing from things you don’t read regularly.
Redirecting as many messages as possible to your team
Create a separate email for accounting to handle receipts and invoices
Create a separate inbox for hiring to handle those communications
Create a separate email for “hello” or “info” to take new business inquiries
Those emails used to hit my primary email inbox, but now they’re eliminated. This works because I have a system and team members to check and handle those different accounts. I’ve helped many clients set up separate email accounts for things their VA or executive assistant can handle, significantly easing their email overwhelm.
Step 2: Reduce Your Time in Your Inbox
Your email inbox can be the most distracting place on earth! To cut back on the amount of time you spend in your emails so you can dedicate more time to your business, here’s my advice:
Close Your Email: Do not keep your email inbox open all day, even as you’re working. If you do need to keep your email open because you’re working out of it, use a tool like Boomerang to pause new incoming emails so they don’t distract you.
Time Block Email Management: Set aside specific times of the day that you’re answering and redirecting emails. I do this twice a day.
Three-Minute Rule: If you get an email that takes less than three minutes to handle, just do that right now. You can also use a project management tool like Asana to assign or delegate the email you just received. Meeting coordination is another excellent task that can be delegated to a VA.
Acknowledge Receipt: Let’s say you get an email that you need to be responsive to, but you don’t have time to compose a full reply. Thank them for their message and let them know when you’ll get back to them. (Ideally, during one of your designated email times.)
Change Your Mindset Around Email Inbox Management
As I mentioned at the beginning of this blog, my thought process regarding “inbox zero” has changed as my business has grown. How are you viewing your role as the CEO of your company? How should a CEO be spending their time?
Perhaps you’re still working solo, and it’s hard to imagine NOT doing absolutely everything in your business. But when you think about other successful CEOs and business leaders, what do you think they’re working on right now?
Is the biggest goal on their mind to clear out their email inbox? Of course not!
Their time is spent on the big picture things, like increasing revenue, leading a team, building collaborations, and nurturing key relationships. They’re focused on growing the business.
Now, don't get me wrong. Inbox organization still needs to be a priority, because we all know how much time can be wasted trying to find information or how many opportunities can be missed if we don’t respond to emails promptly.
But I also think achieving “inbox zero” is a misguided goal. Top CEOs are good at prioritizing and delegating everything that comes across their plate. They are responsive, but they aren’t shackled to their inboxes. Isn’t that what you want for your business, too?
Take these tactics to heart and start working towards a more manageable email inbox, today! If you’re looking for help in this area, a Virtual Assistant Team can help manage your inbox and help you prioritize your work. Schedule a no-obligation consultation to learn more.