Inbox zero: How to get there and why
Declutter your inbox – and your mind – with the inbox zero principle.
Do you ever feel anxious about checking your emails? You’re not alone.
Email anxiety is a real thing. A cluttered inbox can feel overwhelming and stressful. Just knowing that many messages are waiting for your attention can make it hard to concentrate and focus on other tasks.
Some people find that aiming for ‘inbox zero’ helps to reduce their email anxiety and makes them feel more in control.
Want a complete beak from emails? Maybe try 24 hours without your smart phone.
What is inbox zero?
The concept is an aspirational one: to reach that zen state of having an empty inbox as often as possible.
Clearing your inbox might sound like a lot of work, but it’s actually a way to spend less time in your inbox, not more.
It works best if you:
Set aside specific times to check and sort emails (instead of keeping your inbox open at all times)
Follow a clear, simple email filing process
Inbox zero works slightly different for everyone. The real goal is to be free of the stress that builds up with unread emails. Exactly how you get there is up to you, but here are a few tips and tricks to get you started.
Tips for reaching inbox zero
1. Unsubscribe
Pay attention to the emails you delete without even reading – for example, newsletters and advertising.
Often, it can feel easier to delete the email straight away, instead of opening it, scrolling to the bottom of the page, clicking ‘unsubscribe’ and following the instructions.
But, taking a few precious moments to unsubscribe to unwanted emails will save you a lot of unwanted email clutter.
Set aside a small amount of time – ten minutes usually does it – to go through the advertising messages in your inbox and decide which subscriptions you actually want to keep.
Some people want no circulars in their inbox just as they do in their mailbox, while others appreciate news from their favourite brands.
Unsubscribe from the emails that don’t interest you, and you’re immediately making inbox zero more achievable.
2. Action emails immediately where possible
If you see an email pop up that you know will require very little of your time, it’s best to deal with it immediately or as soon as possible.
This might mean a short glance over an advertising mailer to check for relevant deals, a speedy reply to a friend or family member, a quick RSVP to an event, or just deleting something that is of no interest.
Taking a minute or two to deal with emails as they arrive contributes hugely to a smaller number of unread messages when you do sit down to deal with your inbox.
Some refer to it as the “don’t touch things twice” philosophy – deal with things straight away, and they won’t be cluttering up your mind.
3. Devise your own organisation system
There is endless advice out there for how to best organise your emails; many blogs will tell you which folders or labels to use and how to set everything up.
However, everyone is unique, and all brains work a little differently. An email system is not going to work for you unless, well, it works for you!
So, use labels, folders and other features of your email app to come up with an organisation system that works. It might be as simple as one separate folder – just play around over a few weeks to discover the best way to manage your inbox.
Here are a few ideas you might like to incorporate:
A ‘to-do’ folder where you can put emails that will require action in the next few days. Just make sure that you schedule time to check it and deal with the contents regularly.
Folders for upcoming events or trips. A road trip, for example, will often include many emails from airlines, car rental agencies, accommodation providers or booking agents, and more. You can delete these folders afterwards for a clutter-free inbox.
Folders for specific projects. I.e. renovations, work projects, a wedding, or anything else major that generates email correspondence.
4. Schedule email time
Responding to and sorting emails tends to be one of those tasks which get jammed into the cracks of your day. However, if you dedicate some time to it, you’d be surprised at how quickly you can clear your emails and achieve that sense of zen.
Put aside time daily, twice daily, or every two days (depending on your email needs!) to focus on dealing with your electronic messages.
Some do this by referring to a mantra: Delete, Delegate, Respond, Defer or Do. These options can help you to decide how you need to handle each email, should you need prompting.
5. Use the tools available
There’s an app for everything, including inbox zero. There are several tools specifically designed to help you keep your inbox under control – why not take advantage of them?
Check out Dispatch for iPhone, which is handy due to its integration with third-party apps and support of email aliases.
Newton is also good for email management and available for both iOS and Android. Boxer is another popular option.
Superhuman, at $30 month and with a waitlist for access, is making waves – this is for those who count email correspondence as a big chunk of their workday.
There are also, of course, the Gmail and Outlook apps for people who prefer to work on those interfaces. Each email platform or app has its own features, such as quick-reply templates, reminders, and calendar integrations, so take a look around to find out whether there is one that might work for you.
Final tips
We hope that the above tips will lay a path for achieving ‘inbox zero’, however that might look for you.
Above all, it’s a state of mind; it’s going about your day without a packed and disorganised inbox hanging over your head.
In this modern age where most of our correspondence has moved online, the state of our emails can truly affect mental clarity and health – give the inbox zero way of life a try!
If you’re working remotely it’s likely your inbox fills up even more quickly - here are some tips on promoting wellbeing in remote workplaces.
