You're overwhelmed by emails. How can you prioritize your inbox like a pro?

1 Set up rules and folders

One of the best ways to prioritize your inbox is to use rules and folders to automatically sort your emails based on certain criteria. For example, you can create rules to move emails from specific senders, with specific keywords, or with specific attachments to designated folders. This way, you can reduce the clutter in your main inbox and focus on the most relevant and urgent emails. You can also create folders to store emails related to different projects, clients, or topics for easy access and reference.

2 Use labels and flags

Another way to prioritize your inbox is to use labels and flags to mark your emails based on their importance, status, or action required. For example, you can use labels to color-code your emails by priority, such as red for high, yellow for medium, and green for low. You can also use flags to indicate which emails need a response, a follow-up, or a reminder. This way, you can quickly scan your inbox and see which emails need your attention or action first.

3 Apply the 4 Ds method

A simple and effective method to prioritize your inbox is to apply the 4 Ds: delete, delegate, defer, or do. This means that for each email you receive, you decide whether to delete it, delegate it to someone else, defer it to a later time, or do it right away. The rule of thumb is to delete or delegate as many emails as possible, defer the ones that are not urgent or important, and do the ones that take less than two minutes. This way, you can reduce the number of emails in your inbox and avoid procrastination.

4 Schedule time blocks

Another tip to prioritize your inbox is to schedule time blocks to check and process your emails. Instead of constantly checking your inbox throughout the day, which can distract you from your other tasks and reduce your productivity, you can set aside specific times to deal with your emails. For example, you can check your emails first thing in the morning, after lunch, and before the end of the day. During these time blocks, you can apply the 4 Ds method and respond to the most important emails. You can also turn off your email notifications and close your email app when you're not checking your emails to avoid interruptions.

5 Use filters and search tools

A final tip to prioritize your inbox is to use filters and search tools to find and retrieve the emails you need. Filters allow you to apply certain criteria to narrow down your search results, such as sender, date, subject, or attachment. Search tools allow you to use keywords or phrases to locate the emails that match your query. By using filters and search tools, you can save time and energy and avoid scrolling through hundreds of emails to find the one you're looking for.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?