Inbox Zero: The Productivity Approach Every Digital Marketer Needs to Know
Can we talk about the dreaded inbox for a second? It seems like no matter how much we try to stay on top of it, the emails just keep piling up. But have you heard of "inbox zero"? Don't worry, it's not some crazy new parenting technique.
It's actually a productivity approach to keep your inbox as empty as possible. and trust me, it has changed how I operate in my business for the better.
It involves regularly processing and organizing your email messages to ensure that you stay on top of your emails and avoid being overwhelmed by the volume of messages in your inbox.
Having an empty or near-empty inbox is crucial as it helps to ensure that important emails are not missed and that clients and prospects receive a timely response.
Coined by productivity expert Merlin Mann, Inbox Zero is an email management strategy aimed at keeping your inbox empty. Or as empty as possible, at all times.
Merlin Mann first mentioned Inbox Zero on his blog 43 Folders. In 2007, he gave a Google Tech Talk about Inbox Zero:
How to Inbox Zero?
Merlin Mann’s simple 4-step guide:
The goal is to handle an email in your inbox only once, if possible. For this to happen, try following these five actions for each email:
Delete (or archive). After you read the message, determine whether it requires any action or if it contains information you'll need to reference. If not, delete it or archive it.
Delegate. You might find that the issues raised in the email would be better handled by someone else, in which case, you should forward the email to that individual and then delete or archive it.
Defer. If a response requires more than a few minutes or will take a little work, defer your response until a more appropriate time. You might want to create a special folder to hold deferred emails until you can get to them.
Do. If the email requires a task that can be completed right away, do it now and be done with it. Then archive or delete the message.
Crystal Eva’s quick 6 tips:
Set aside dedicated time: schedule regular blocks of time to process your emails. This could be once or twice a day, depending on the volume of emails you receive.
Snooze it: Gmail and Outlook both offer a “Snooze” feature. On Gmail, click on the 🕔 icon. This is great for reminders later in the day, week, months, or even years! I like to place snooze on emails I know that need follow-up.
Quick & dirty: My favorite pro tip is to process as soon as an email is opened and not use it as a to-do list. If an email can be answered in two minutes or less, then immediately respond.
Prioritize: Start by identifying the most important emails and respond to them first. This could include emails from clients, urgent inquiries, or time-sensitive requests.
Use filters: use filters to automatically sort incoming emails into different categories, such as "urgent," "low-priority," or "spam." This can help you prioritize your inbox and focus on the most important messages.
Unsubscribe: Unsubscribe from any unnecessary email subscriptions to reduce the volume of emails you receive.
By following these simple steps and quick tips, you can achieve and maintain inbox zero. I promise this will help you stay organized, reduce stress, and improve your productivity. Happy decluttering!
