How do I use email? Email is ubiquitous; most have methods for taming our inboxes.
I won’t add to the legion of how-to articles specific to email clients. In the following paragraphs, I’ll explain how I keep my inbox clean.
My system primarily applies to any email client.
Filter All the Things
☕
I’m a zero inboxer that uses filters to achieve inbox nirvana.
I create filters with prefixes.
- MOVE — Move the message to a folder.
- DELETE — Delete the message.
A Few Folders to Rule Them All
📂
In the beginning, I created a folder for everything. It was a mess. I realized less is more.
I use folders to narrow my search scope.
I use Gmail to hide all folders unless they contain unread messages.
Accounts
📃
I use an Accounts folder for any account-related emails. I let orders, receipts, Etc. Live here.
Efforts
💻
As I embark on efforts like replacing a fence, recovering from a car accident, or other “fun” efforts, I throw them in a subfolder of the Efforts folder. It helps me find past discussions and follow up on tasks.
Once an effort is complete, I remove the folder to reduce clutter.
Example Sub Folder:
Career
As a member of the tech industry, I receive recruiter mail. I move recruiter emails to a Career folder for safekeeping if any Bad Things Happen ™️.
People
🧑🤝🧑
I have a folder named People for friends, family, colleagues, Etc.
Notifications
🔔
I keep most subscriptions in Inoreader by subscribing to RSS feeds that I can tune by keyword or disable. If no RSS feed exists, I filter notifications to the Notifications email folder from systems like GitHub, Trello, and other software.
I minimize email notifications and prefer mobile app notifications.
Email Is For Business
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Communication tools like Slack help me tame my inbox. Chatter stays in Slack, tasks in Trello, and formal communications in email. If I need to act, I create a Trello card from my email client and Slack. It helps me separate the concerns and retain sanity.
I Keep ‘Em Separated
➗
I’m using a handful of email accounts for the distinct roles I play. My inboxes are single-responsibility inboxes. I have one for work, one for myself and my family, and some for various side projects.
I create a new email account for every job.
I log into job-specific tools with my work email to avoid email chaos when consulting and switching jobs. The work email is distinct from the email assigned by an employer.
Unsubscribe It
📭
I avoid automatic mailing list subscriptions.
I use https://unroll.me/.
After unsubscribing from email, I move it to an Unsubscribed folder. I block the senders from previously unsubscribed sources.