Is your inbox making you feel like youâre drowning? You open, read, reply, delete, repeat â and somehow end up with even more messages than when you started.
Youâre not alone.
As someone whoâs been working remotely for years, Iâve learned that how we handle email can make or break our productivity (and sanity).
đľ The problem: Email overload
Let me guess - youâve already checked your email at least 5 times today?
Maybe 10?
Many of us check our inboxes all day. This creates constant interruptions. These interruptions break our focus and reduce our productivity.
And hereâs the weird part - being âgoodâ at email (responding quickly) just rewards you with⌠more email! đ¤Śââď¸
Letâs fix this with a system that puts you back in control.
đ¨ 7 ways to tame your wild inbox
1. Schedule email time â°
Reclaim your focus with defined boundaries
Set just 3 specific times a day to check email. Thatâs it!
Morning (9am), mid-day (noon), and afternoon (3pm) work great for most people. Add these blocks to your calendar and treat them like any other important meeting.
Why this works: Batch processing email cuts down on context switching. Research from the University of California shows that constant task switching can lower productivity by up to 40%.
Common concern: âBut what if I miss something urgent?â
Reality check: In my 5 years working with many remote professionals, I estimate less than 2% of emails needed urgent attention. For genuinely urgent matters, people will call, text, or message you.
Tool spotlight: Time Timer â
This easy-to-use countdown timer ($36) sits on your desk. It clearly shows how much time is left in your email block. Set it for 20-30 minutes. This creates urgency and keeps your email sessions from dragging on. The visual red disk disappearing helps you stay aware of time passing in a way digital timers donât.
2. Kill those notifications đ
Eliminate interruptions at the source
Turn OFF all email alerts:
- No desktop notifications
- No bouncing dock icons
- No badge counts
- No sounds
On your Mac: System Settings â Notifications â Mail â OFF
Pro tip: Keep calendar notifications ON so you donât miss meetings!
After I made this change, my deep work sessions grew from 35 minutes to almost 2 hours. I also finished complex projects much faster.
Tool spotlight: Mimestream for Gmail âď¸
âMimestream ($50) gives Gmail a dedicated application window and lets you completely control notifications. Silence alerts during focus time. You can still receive important messages by setting up VIP senders.
3. Close that email app đ
Out of sight, out of mind
When youâre not in one of your email time blocks, close the app completely.
Yes, even if you use Mail or Outlook for your calendar! Use the Calendar app instead.
Tool spotlight: Keyboard Maestro â¨ď¸
This powerful Mac automation tool ($36) helps enforce your email discipline. You can make a macro to close your email app after a set time of no use. My favorite setup? A macro that hides your inbox and only shows your calendar during non-email hours.
4. Handle quick replies first âĄď¸
Clear the small stuff to focus on what matters
During your email blocks:
- Skim oldest to newest
- Reply immediately to anything that takes less than 2 minutes
- Then tackle the bigger stuff
Quick replies = any email you can completely resolve in under 2 minutes. Examples: confirming receipt, giving a quick yes or no, or sharing a link thatâs easy to find.
David Allen, a productivity expert, says in âGetting Things Doneâ that if a task takes under two minutes, just do it now. Donât put it off.
Tool spotlight: TextExpander đ
âTextExpander ($3.33/month) saves your favorite text snippets. You can use short abbreviations to insert them anywhere. Create templates for common responses like meeting scheduling, follow-ups, or thank-you notes. For example, type âxthanksâ and it expands to your full thank-you message with proper greeting and signature. Other useful templates include âxunavailableâ for declining requests and âxintroâ for connecting people.
5. Become a âsearcherâ not a âfilerâ đ
Save time and mental energy
Apple Mail and Spotlight search are very good. Stop wasting time with complex folder systems.
Try this radical approach:
- Process an email
- Archive it in ONE folder
- Use search when you need to find it again
Your future self will be grateful when you donât waste 20 minutes figuring out where to file something!
Mini-case: One of my colleagues saved multiple hours each week. She did this by switching from her 87-folder email system to just one archive folder. Now, she can search easily. IBM research shows that most people never look at 80% of the emails they save.
Tool spotlight: SaneBox đĽ
âSaneBox ($7/month) works with any email provider. It uses AI to sort your incoming mail automatically. It sends unimportant messages to a @SaneLater folder. You get a daily digest instead of constant interruptions. My favorite feature? @SaneBlackHole quickly unsubscribes you from any sender you drag there. @SaneReminders also brings messages back to your inbox if no one replies.
6. Just call already đą
Solve in minutes what emails might take days
Some things shouldnât be emails. Period.
When to pick up the phone instead:
- After 3 back-and-forth emails without resolution (the âthree reply ruleâ)
- Complex discussions
- Anything emotional
- Brainstorming
- Quick decisions
Nick Morgan, a communication researcher, says email misses nonverbal cues. These cues make up over 90% of our communication. This gap can cause misunderstandings, which then lead to more emails.
A 2-minute call can replace 10 back-and-forth emails.
Tool spotlight: Stream Deck đŽ
This programmable button pad ($149.99) isnât just for gamers! You can configure each button to trigger specific email workflows.
Make one-touch buttons to:
- Start a Zoom call with your frequent contacts.
- Forward emails to your task manager.
- Trigger your âemail processing mode.â
This mode can open your email, start a timer, and play focus music all at once.
7. Forget âinbox zeroâ đ§
Aim for âinbox intentionalâ instead
Inbox zero is a myth. A legend. A unicorn.
Merlin Mann, who created âInbox Zero,â later explained that it wasnât about having no messages. Instead, it meant using no mental energy on your inbox when youâre not checking it.
Focus on what matters. Donât chase a perfect state that lasts only 3.5 seconds.
Tool spotlight: BetterTouchTool đ
This Mac app ($14) helps you make custom trackpad gestures and keyboard shortcuts. Use it for managing your email. You can set up a three-finger swipe right to archive, four-finger tap to snooze an email, or force-touch to mark as spam. The Magic Trackpad turns into your email command center. It helps you process what matters quickly. You wonât get stuck trying to reach inbox zero.
đ The key takeaway
Email doesnât have to control your day or your attention. Remember that how you handle your inbox trains others how to communicate with you. When you respond to every message within minutes, you teach people to expect that paceâand set yourself up for perpetual distraction.
The ultimate goal isnât an empty inboxâitâs having email serve your priorities rather than letting it dictate them.
đ Start small, win big
Donât try all these tools at once! Pick ONE strategy and ONE tool this week:
- This week: Turn off notifications + Try Mimestream
- Next week: Add scheduled email blocks + Use Time Timer
- Week after: Try the âone archive folderâ approach + Set up SaneBox
Your goal: Reduce your daily email time by 30% within 30 days.
Happy emailing (but not too much). đ
Gannon
P.S. If you're enjoying these emails, could you let me know over here? Iâve got a special bonus for you if you do! đ
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