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3 Simple Ways to Organize and De-stress About Your Inbox


Disclosure:Some of the links below are affiliate link, meaning, at no additional cost to you, I will earn a commission if you click through and make a purchase.


One of the Services I offer as a Virtual Assistant, is Email Management. As a small business owner, you may find yourself with several hundred or thousands of unread email. That’s great! That means your business is booming, but it also means your inbox is going to take some time away from working on the things you love.

Here are a few tips to help you manage your email.


Set up folders or labels so you have similar types of emails together. I like to start with simple titles, such as:

  • URGENT – emails that need to replied to that day.
  • LESS URGENT – these are important, but do not need to be complete for a day or two.
  • RECEIPTS – a great place to keep the financials in order.
  • LEGAL –  high priority, tax documents, certifications, contracts.
  • BLOG COMMENTS – great to keep these in one place and can be replied to when time allows.
  • TESTIMONIALS – when time allows to add to website.

Another tip, if you add an “!” to the beginning of the title, it will keep the important folders at the top of your list.  (!URGENT)

There you see the !Urgent at the top of your Labels.


Set a Schedule

Now that you have your folders/labels created and your emails going to the right ones, do not LIVE in your Inbox. This means only checking email once or twice a day. Trust me, if you are always checking for email, you are always being distracted. The goal is to give you more time in the day to work on you business.

They say not to check your email first thing in the morning, I have to agree. If you do, you end up with more work to do and then you have become someone else’s TO DO LIST. Truthfully, only about 12% of emails need to be seen within five minutes of being sent. 

Work on something productive first thing in the morning. Get YOUR To-Do List done first. Any new information can be considered a DISTRACTION. That new sale starting today, or the daily joke your best friend sent you, these are just distractions to move you away from your business.

So, set your daily calendar to check your inbox 2 x per day. I would suggest about 10:30 in the morning and then just before ending your day. If you work a 9-5, that gives you time in the morning to be productive and then respond to urgent emails all before the day ends.  Do not hover, get in there, reply, file, archive and delete, and get out!!



 Turn Off Notifications

The best way to remove distractions from your email is to turn off notifications on your phone, desktop or tablet. That constant ping, or light flashing will keep you from being productive in your business.

We live in an age of interruption. Bing- you have an email, bing- you have a text message, bing- you have a new Facebook friend.  It can all be overwhelming!

Did you know that it takes over a minute to regain your concentration after being interrupted by an email, text or any notification from your phone or desktop? Between the time it takes to reply to these interruptions and the recoup time, you have lost several minutes to possibly hours in your day.

Here are some great steps for turning off notifications on your desktop and mobile devices.


These are some great ways to free you from your Inbox. If your business is BOOMING and you still feel that your email is taking up TOO MUCH PRODUCTIVE TIME, then you can always delegate those services to a VIRTUAL ASSISTANT.

I would be happy to discuss your needs and help you get some time back in your day. Let me take care of the tasks that are holding you back.

Or maybe you are reading this to get ideas about what a virtual assistant can do? There are lots of skills a VA is capable of, to help growing entrepreneurs run their businesses more efficiently. Check out this list of 150+ Services a VA  *can offer.

Thank you all for stopping by, I hope this post has helped see some of the ways to not be overwhelmed with email.


*Disclosure:Some of the links are affiliate links, meaning, at no additional cost to you, I will earn a commission if you click through and make a purchase.