Smart and Simple Strategies for Managing Email Overload

Achieving a "zero email inbox" can feel impossible. For me, managing emails is like a game of Whac-a-Mole: tackle two, and four more appear.

This frustration inspired me to contact Randy Dean, a productivity expert who’s been leading courses on email mastery for several decades.

“Email is a necessary nuisance,” Dean says with a chuckle. “The flow can become overwhelming.”

So overwhelming, in fact, that it’s created a digital burden that often outpaces our ability to process it all. On average, people spend nearly two hours a day on emails, according to a recent Microsoft study.

Dean has cultivated a robust business that focuses on effective email management in the business setting, but much of his advice is applicable to anyone with an email account.

The incentive to following his advice: getting more of your life back. “It opens up opportunity to use your time and effort elsewhere,” he says.

Here are some of his actionable tips.

Cleaning up your inbox

• Dedicate the time: Dean recommends making an appointment with yourself to “tame the email beast.”
• Create an “Old Emails” folder: Move all correspondence older than six months into this folder.
• Create a “New Emails” folder: Move recent emails needing attention to a separate folder.
• Delete and sort aggressively: Remove unnecessary emails and sort the rest.
• Notice patterns: Use filters and folders for recurring emails.
• Think twice before unsubscribing: Only unsubscribe from reputable senders.

Managing email flow

• Be disciplined: Schedule specific times to check email.
• Delete unnecessary emails immediately: Tackle low-priority messages promptly.
• Handle quick emails instantly: Respond to emails you can manage in under three minutes.
• Use folders and filters: Organize emails with folders and use filters for automated sorting.
• Lean on AI tools: Utilize AI for drafting emails and summarizing content.
• Pick up the phone: For lengthy conversations, a phone call can be more efficient.

If you’re drowning in email overload, these strategies can help you regain control of your inbox—and your life.