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6 Ways to Organize Your New Year’s Mailboxes


One of the most frequently asked questions is, “How do you organize all aspects of your life?” And let’s face it, between work, family, friends, and personal activities, we all have a lot of balls in the air today. Most of the time, I am the one who asks: I like to reveal the mysteries and practices that people who seem to “do everything” do. And deep down, one of my favorite questions is, “How do you organize your email inbox?”

All of our boxes are a place for many activities and a permanent internet connection that requires us to be careful. By the time you respond to the emails on your list, you are about 30 seconds satisfied before the response comes, and I resume. However, I have learned from my experience that email should not be the most exciting part of my day or the source of unlimited distractions. Instead of another long list of harvest points, we need a system. One that can be flexible and adaptable depending on our needs and our life situation, and this allows us to be at the top of the email without being its servant. Because the less time we spend on our email, the more time we spend on everything we do to want be practice.

So, today I am sharing the experimental and authentic method I use to control my inbox – once I do this, the time I send emails every day is cut in half. Go to my list, and I would love to hear in the comments if you have any emails to share.

First, know your email habits

I was one of those people who always looked in my inbox. My senses had been ignited, and when I heard the familiar “ding” (which at the same time was interesting and stressful) I immediately looked up to see what had happened. Next? I have never been completely with the people I was with. When my children were younger, they often repeated themselves once or twice before I came out of my mind. And I hate to admit it, but it was often less about dreaming and dreaming and more about the email I just read and what I think about my answer.

I realized that while I was allowing email to shed blood in other areas of my life, I was missing out on small but important moments with the people I was with — and that giving them all my attention speaks to how much I appreciate them. As a result, I embarked on a journey to find a way out of my inbox and back in time.

Customize your mailbox

This is where I share exactly what works for me personally, because there are so many ways to set up your box and I’m sure most are good – but I’m just testifying on my own. Since I am an Apple user across the board, I use the Mail app on my business email (Gmail) and my personal email (iCloud.) In this way, I can see my work email (which I usually do on a work day) or just my email. (like on vacation), or I can make them all so they don’t die in one box for you to watch together.

Next, I select the messages in my inbox so that I can take action at any time.

This is about setting boundaries: if you can answer any email when it comes, you can visibility be very effective (hello inbox zero!) However, I have learned from experience that it is an easy way to fall into the trap of doing everyone else’s will without acting on your high standards.

As a result, instead of responding to everything right away, I use the flag in my Mail app to set the messages that need to be answered, as well as when.

Here’s what it looks like in practice:

  • Any email that is required to respond or respond (such as a payment invoice) is marked.
  • Red flags type the email I have to reply to that day. At the end of the work day, I can check my mailbox and make sure my red flags are removed.
  • Yellow flags write an email that I have to reply but it is not about time.
  • Green flags record emails related to accounting – invoices that I have to pay or send, the seller I need to set up, and so on. The reason for this is that I make all my money on Fridays, so I ignore all my green flags during the week. , and then plowing in them on Friday when I have my most Quickbooks.
  • Purple flags save the things I want to read. These are my “fun stuff” – newsletters that I want to include, interesting notes, encouraging words that I have sent to myself. When I have time to slow down and pick up something new, I go to my purple flags.

The beauty of the system is that I never mind and forget to respond to an important email, but I also give myself a chance to see the email, leave it and let it marinate, and come back to respond at the right time.

Be unregistered

Raise your hand if, instead of stopping to register all the promotional emails you do not want to have, you just skip (or delete) the messages because they are currently running? I used to be myself, but a few years ago, I was planning a two-week trip to Italy and I knew I didn’t want to go back to the thousands of spammy emails I had to fix. So, I started to take action.

First, I used unroll.me to extract all the listings in my Gmail account, many of which I did not know. Then, I went through their simple process of getting rid of all the ones I didn’t want to have. Simple — it took me about 20 minutes to finish, and it allowed me to do so stay on all lists I want to receive emails. Like, Camille Styles newsletters, e.g. 😉

This worked well on my Gmail account, but then I realized that unroll.me is not compatible with iCloud mail. As a result, I dug around a bit, and found a similar function called Cleanfox that released all my subscriptions on my iOS device. I personally like unroll.me format, but Cleanfox was also better and completed the task.

Now, all the emails that go into my inbox are the same I’m interested in. I feel like a change, okay? It is also good not to wake up in the morning with a mountain of advertising emails that I have to direct to get to the ones I need to read.

How to send a batch email

I have written all the notes about connection time — it has been changing for me — and there is no discussion in creating your email that would not be complete without touching this idea. So, what exactly is it?

Combining time is a way of making the way you write your schedule so that you can do only one thing at a time.

If you write, you just write. If you are playing with your children, you are not monitoring your phone. Emails are organized into daily groups as well so you don’t have to check them frequently and be interrupted throughout the day. It’s not easy, but trust me when I say that once I do, it’s a change.

The combination of time is based on research that shows that overwork is one of the worst things we can do to make a profit and seek to make a better job. Here are my do’s and don’ts when it comes to email:

  • I say turn off my notifications. If you are an email manager every time you have a break, turning off your notifications is a great way to check frequently what makes you happy and help you focus on your preferences. You can go further and put your email program in another folder on your phone, as it requires effort and purpose to check your email throughout the day.
  • Sindi check email first thing in the morning. This is about being intentional and how I spend the first moments of my day, and I have learned the hard way that once I look at my email, I am foolishly drawn into a minutiae that can wait for the future.
  • I say check my email around 9am before attending any meetings or projects. I try to give about 30 minutes to respond to emails from last day / night, and it allows me to clear my head so I don’t have to spend my work day thinking about how I feel. should answering the person.
  • I say set several times a full workday to fit in my return mailbox — often after lunch, and at the end of a working day. I like the end of the inbox section to delete emails that only need to be answered temporarily, and then I’m not tempted to send an email from bed that night.
  • Sindi Reply every email within 24 hours. As I said before, I read on Fridays, so any emails related to invoices, payments, or my bank accounts get a green flag — and I feel free to ignore them until Friday.
  • I say try to respond to emails that need to be answered promptly – not only do they take them out of my head, but they show the recipient that I appreciate them enough to respond to a two-part response that will help them stay on track. .

For me, the time to connect with my email is simply to take action rather than take action. I ask myself, “What is my best time to spend right now?” and then to do that thing is only one thing.

One use your email

This is very much in line with the timing of the passage, but it is different: just as we do not want email to bleed into any part of our lives, we do not want distractions to come out of our email time. I set boundaries to protect this moment so that I can be more thoughtful and effective with my communication. When I read or write emails, I close my office door, close my social networking site, and close my browser to avoid being interrupted by cute video or notifications. Not only is the quality of my email better, but getting rid of distractions allows me to cultivate in my inbox faster than I think.

Remember why

As with any “disruption”, keep in mind that the ultimate goal is not simply to work or produce More. Instead, I think this is a trap that our creative culture has taught many of us, and when we buy it, we become like running hamsters on a powerful wheel that we can’t move.

For me, controlling my email box and freeing up my time, energy, and head to make room in my life for what matters most. It frees me from the stress of feeling like “I can’t do everything,” instead it allows me to live here and enjoy exactly what I am doing at the moment.



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Mike Jolley on Single