A few years ago, I was leading a mastermind group of 25 high-achieving clients, each of them running successful businesses and facing their own unique challenges. During one of our sessions, as I was about to share a file, I pulled up my screen, and for a brief moment, my inbox flashed in front of everyone.
"Wait a minute," Sharon said, sounding almost shocked, "Did I just see that you only have 5 emails in your inbox?"
I couldn’t help but laugh. "Oh, you caught that, huh?" I said. "Yep, I'm a bit obsessed with keeping my inbox under control. It helps me stay focused and in control while overseeing all three of my businesses."
The group couldn’t let it go. Forget the training I had planned; everyone wanted to know how I managed to keep my inbox so clean, especially while juggling multiple companies. So, we paused the original agenda, and I spent the rest of the call explaining my approach to email management. That day, I took the first step to outlining the 18 steps I’m sharing below to keep my inbox—and my life—under control.
It was an unexpected turning point, not just for my clients, but for me too. I realized how much value there was in these strategies. Over the following weeks, I dove deeper into each step during our sessions, teaching my clients how to not only clear their inboxes but transform their relationship with email.
Now, I’m sharing those same 18 steps with you. These are the strategies that helped me run three businesses, stay organized, and ultimately gain control of my day-to-day operations.
I’m curious…
· Do you keep emails in your inbox as reminders ofthings you need to do?
· Do you leave emails sitting there because youdon’t want to lose the information?
· Do you ever feel a pit inyour stomach when you open your inbox and see the flood of unread messages?
· Have you ever fantasized of hitting"delete all" just to start fresh—but you're worried about what you might miss?
If you relate to any of the above, this blog is for you.Let’s break it down together.
The 18 Steps to Inbox Freedom:
Step 1: Decide to be the victor, not the victim.
This is a mindset shift. You control your inbox; it does not control you. Commit to creating an email management system that empowers you, rather than draining you.
Step 2: Use multiple email accounts.
Create separate accounts for different purposes: one for personal communication, another for high-level business, and a third for subscriptions, campaigns, or lower-priority tasks. This will immediately declutter your inbox.
Step 3: Delegate when possible.
Even if you’re a one-person show, consider setting up a separate support email account (e.g., service@yourURL.com). Hand this off to an assistant or team member as soon as you can. It frees you from handling routine inquiries.
Step 4: Ruthlessly unsubscribe.
Spend a few minutes each day unsubscribing from lists or newsletters you no longer find useful. It may seem small, but it will save you hours in the long run.
Step 5: Create a “swipe” folder.
For marketing inspiration, create a dedicated folder to store email campaigns or templates you might want to reference later. Don’t let them sit in your inbox.
Step 6: Set up an “education” folder.
For emails that require more time to review (e.g., articles, webinars, etc.), file them into an “education” folder. Schedule time during the week to dive into them—don't get sucked in during work hours.
Step 7: Schedule research and review time.
Set aside time on your calendar each week to go through emails that are educational or that require deeper research. Stay disciplined about not opening these during regular work hours.
Step 8: Limit email responses to brief, clear replies.
When an email needs a response, be concise. It’s not about being rude—it’s about efficiency. If an email requires more in-depth discussion, schedule a meeting.
Step 9: Create subfolders to organize important emails.
Set up specific subfolders (e.g., “Team Communication,” “Client Projects,” “Invoices”). This allows you to file emails away immediately after reading or responding.
Step 10: Transfer tasks to your to-do list or calendar.
If an email requires follow-up or action, put it on your master to-do list or calendar. File the email away—it doesn’t need to sit in your inbox as a reminder.
Step 11: Be decisive: Do it, Delegate it, Delay it, or Delete it.
Apply the 4 Ds to every email you open. Take immediate action by either handling the task, forwarding it to the right person, delaying it until a later scheduled time, or deleting it if it’s no longer relevant.
Step 12: Unsubscribe again.
Yes, I’m serious. You will continue to get subscription emails unless you take a firm stance on what stays and what goes.
Step 13: Keep a “Samples” folder.
Similar to the swipe file, this folder is for sample emails you might want to replicate in your own business. This keeps them out of your primary inbox and ready when inspiration strikes.
Step 14: Delete what's done.
As soon as you’ve addressed an email and no longer need it, delete it. You don’t need to keep a record of every single message—only the important ones.
Step 15: Use an archive folder for borderline cases.
For emails that you’re unsure about, create an “archive” folder. Let them sit there for a couple of months, then go back and delete anything that wasn’t important.
Step 16: Auto-sort your incoming emails.
Set up rules in your email account that automatically sorts messages into specific folders (e.g., invoices go directly to the “Accounting” folder). This will save you time and mental energy.
Step 17: Turn off email notifications.
Remove the temptation to check emails throughout the day by turning off notifications. This helps you stay focused on the task at hand.
Step 18: YOU decide when to check your email.
Create a routine where you check your inbox at set times during the day. This puts you in control, allowing you to focus on your most important work without distraction.
What's Next
Inbox freedom doesn’t happen overnight, but if you commit to 15 minutes each morning, you’ll be amazed at what you can achieve. I always tell my clients to focus on getting their inbox under control over the course of a month. It’s not a sprint—it’s a marathon.
Take Rachel, for example—a client who started with over 30,000 unread emails in her inbox. After following these steps, she brought her inbox down to under 5 emails by the end of each day. The transformation wasn’t just in her inbox, it was in her mindset too.
If you’re ready to experience that same peace, commit to spending 15 minutes each weekday morning on this process. Over time, you’ll find yourself feeling more in control, with more time to focus on the things that truly matter.
Here’s one simple request…
If you decide to take the Inbox Overwhelm Challenge and devote 15 minutes to getting your inbox and your life under control, will you please share your progress with me?
These blogs are my way of partnering on your path the creating a business that you love, and it makes me so happy to hear about and celebrate your progress.
Here’s to your inbox freedom!