Skip to content

Episode 06 | How can I get a handle on my inbox?

by Niamh Moynihan on
Productivity Tools

Episode Summary

 In this practical and actionable episode, Niamh Moynihan tackles the stress and overwhelm caused by an out-of-control inbox.

From organising your emails to drafting thoughtful replies, Niamh shares her step-by-step guide to transform your inbox into a productivity ally instead of a source of dread. Whether you're drowning in emails or just looking for a better system, this episode has you covered.

Key Takeaways

Reframe Your Inbox as a Tool:

  • View your inbox as a conversation tool designed to support collaboration—not a stressor.
  • Focus on the purpose of email: effective communication with those not physically present.

Organise Your Inbox with Four Folders:

  • Filed: For emails older than two working days—move them here to clear your inbox without deleting them.
  • Drafts: For emails you’re working on but need more time to refine.
  • Sent: Use this as a record of your communications.
  • Holidays: For emails received during time away from work, keeping them separate from current conversations.

Master Inbox Management:

  • Sort by From to prioritise messages from key contacts.
  • Sort by Subject Line to group related topics for more focused responses.
  • Group emails by Conversation to identify active threads requiring attention.

The Power of Drafting Emails:

  • Draft replies to organise your thoughts and avoid the cycle of rapid responsiveness.
  • Use drafts to craft clear, thorough messages that reduce unnecessary follow-ups.

Separate Real-Time from Backlog:

  • Move emails received during time off into your Holidays folder.
  • Address them systematically over time while focusing on current priorities.

Upskill on Email Tools:

  • Spend 10–15 minutes every month exploring features or updates to your email client. Leverage tools to work smarter, not harder.

Practical Tips from the Episode:

  • Create a Filing System: Use folders to categorise and manage your emails for clarity and efficiency.
  • Set Intentions for Conversations: Treat email exchanges as meaningful discussions, not transactional messages.
  • Learn Your Tools: Familiarise yourself with email client features to streamline your workflow.

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

Listen to The Better Workday Podcast on Spotify

Listen to The Better Workday Podcast on Apple Podcasts

Subscribe to the YouTube Channel

Related Articles