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Episode 11 | Why do I struggle to hit delete on my emails?

by Niamh Moynihan on
Productivity Tools

Episode Summary

In this episode, Niamh Moynihan revisits the ever-relevant topic of managing digital clutter—specifically, emails. Building on Episode 6's framework for taming inboxes, Niamh digs deeper into why many of us struggle to delete emails, even when our inboxes spiral into chaos.

Through relatable examples and research-backed insights, Niamh explores the psychological, cultural, and practical barriers to email management. She also provides actionable tips to help listeners reclaim control over their inboxes.

Key Takeaways

The Hidden Costs of Inbox Chaos:

  • A cluttered inbox can cause stress, distraction, and decision fatigue.
  • Emails often carry emotional and practical value, making them harder to delete.

The Five Reasons We Avoid Deleting Emails:

  • “It’s not a priority”: Cleaning up emails feels less urgent than other tasks.
  • “It’s someone else’s problem”: Email storage doesn’t feel like our responsibility.
  • “Just in case”: Fear of losing potentially useful information leads to hoarding.
  • “Proof”: Emails are kept as evidence of actions or decisions.
  • “More than an email”: Emotional connections to emails make it difficult to let go.

External Challenges:

  • The “volume, variety, and velocity” of modern communication systems make email management a constant battle.
  • Corporate cultures around trust and accountability can perpetuate digital hoarding.

Actionable Strategies for Managing Emails:

  • Ask yourself: "Will I delete or archive this?" Archiving helps reduce clutter without losing information.
  • Spend 5–10 minutes daily on intentional email triage.
  • Reduce the email burden by sending fewer, clearer, and more intentional messages.

Practical Tips from the Episode:

  • Adopt a “from now on” approach: Start building new email management habits without stressing over past clutter.

  • Explore systems and tools within your organisation to securely store essential files and conversations, reducing reliance on email as a record-keeping tool.

  • Engage your team to establish shared practices for managing digital communication.

Until next time, stay well and have a better workday.

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