Inbox Chaos to Control: My Favorite Email Management Tips

If your inbox feels like it has a mind of its own, you’re not alone. Unread messages. Starred follow-ups. Random notes you swear you’ll get to “later.”

Email overload is one of the biggest drains on your time as a business owner — but with a few simple shifts, you can turn inbox chaos into calm.

Here are my go-to email management tips I use for myself and my clients:

📨 1. Create folders (and actually use them)

Set up clear, simple folders for key categories:

• Clients

• Invoices

• Admin

• Marketing

• Personal

Even a few well-used folders can help you clear your inbox quickly without losing important messages.

🕰 2. Block “email time” into your day

Constantly checking your inbox interrupts your focus. Instead, schedule 1–3 set times each day to review and respond. Your brain (and productivity) will thank you.

✋ 3. Use canned responses for common replies

If you’re writing the same reply more than twice, create a template. Client onboarding, scheduling, FAQs — having your most common emails saved will save you hours over time.

🚫 4. Unsubscribe ruthlessly

Be honest: are you really reading those random newsletters? Use tools like Unroll.Me or do a manual unsubscribe sweep. The less noise, the easier it is to see what matters.

⚡ Bonus: Use filters & rules

Most email platforms allow you to set rules that automatically file, flag, or label emails. For example:

• Auto-label invoices

• Move marketing emails to a separate folder

• Flag client emails as high priority

Let automation do some of the work for you!

Inbox management isn’t about reaching zero — it’s about creating a system that works for you.

If you’re ready to get your inbox (and business) feeling lighter, I’d love to help. 👉 Book a Discovery Call and let’s tame that inbox together. 💜

— Sarah at Lucy’s Desk