Is your inbox overflowing with unread emails? Feel overwhelmed trying to keep on top of your messages? Don’t worry – you can declutter your inbox in just one hour with this simple step-by-step guide.
Evaluate Your Email Habits
Start by analysing what type of emails tend to build up: newsletters you don’t read? Group messages you’re CC’d on? Receipts and notifications?
Understanding your email habits helps you know what needs to change. Are you checking emails too infrequently? Do you open emails without acting on them? Identify your inbox pitfalls.
Set Up Folders
Folder organisation is key for maintaining a clean inbox. Set up a folder structure that works for you. Examples include:
- Action (for emails needing a response)
- Pending (for messages you can’t respond to yet)
- Receipts
- Newsletters
Custom folders help quickly sort emails so your inbox only contains the most pressing items needing attention. We produce a lot of training videos at Slinky, so folder structures are key when going back and forth with clients for script notes and filming plans.
Clean Out Your Inbox
Now the fun begins! Start working through your inbox methodically:
- Delete obvious spam/junk right away.
- Quickly scan subject lines and senders to identify less urgent emails. Move these into appropriate folders to deal with later.
- For remaining inbox items, ask yourself if any can be handled quickly, like one-word replies. Fire these off immediately.
- Star/flag the emails requiring more time so they remain on your radar. Transfer them to the ‘Action’ folder.
- Sort by sender and delete/archive old message strings you’re done with.
As a corporate video production agency, we know a-lot about spam emails from marketers selling into film companies – so be ruthless! Only keep what’s absolutely essential in your inbox. If it can be filed, foldered or trashed, do it.
Handle Unsubscribes
Use your newly cleaned-out inbox to identify newsletters and alerts you can unsubscribe from. You’ll find unsubscribe links in most email footers. This keeps your inbox clutter-free moving forward.
Implement a Daily Routine
Maintaining an organised inbox requires an ongoing routine:
- Process your inbox first thing daily.
- Quickly file away emails into appropriate folders.
- Limit inbox items to only the most high-priority messages needing immediate attention.
- Check folders periodically to keep on top of secondary messages.
- Unsubscribe from sources you don’t read regularly.
Following this Quick Hourly Declutter
Implementing these steps takes only about an hour but makes a massive difference! You’ll gain control over your email and prevent creep. Stick to a daily maintenance routine so your inbox doesn’t get out of hand again. Enjoy your newfound message zen!
Bonus Content – Boost Productivity by Using Email Less
While an organised inbox is great, your time is often better spent away from email completely. Consider if email is the best medium for particular messages.
For quick questions or responses, a phone or video call can save lots of back-and-forth emails. Hearing someone’s tone also prevents miscommunication. This is very important in the world of film and video production.
For projects or team collaboration, a Kanban-style productivity board like Trello is far more effective than long email chains. Visual boards allow you to:
- Easily track project status and next steps
- Assign tasks to team members
- Set deadlines and reminders
- Attach relevant files rather than emailing them
- Discuss ideas openly
Email works best for formal correspondence and sharing written information. But for efficiency, limiting its use for conversations and project management will transform your productivity.
Apply the “phone, Kanban or email” rule before contacting someone. You’ll get more done in less time!
