How I Organize My Gmail Inbox
I am a mix between Type A and Type B personalities in general, but when it comes to email, I am definitely Type A.
Below are three techniques I use to manage many email accounts that I’ve developed throughout my career.
1.Unread Emails
To me, an unread email is an actionable one. I keep my inbox at 0 unread at all times. Yes, this takes diligence and if you found yourself rolling your eyes at this point because your inbox says “5,782 unread messages”, I feel you. It is a commitment you can make going forward… or one you can accept isn’t compatible with your work style. If that’s you, see if the next two strategies do apply.
2.Starred Emails
After I’ve read an email, if there is an ongoing project or if it requires my reply (AKA if it’s actionable), I will star it. In my Gmail inbox settings, I have my account set up to view my starred emails at the top of my inbox. It’s like keeping an active To Do list at the top of your account. Once I handle the email, I unstar it. This system is essential and helps me to hardly ever miss a request. ALSO! If you use Gmail, turn off conversation view. If you tend to miss emails or have a hard time finding specific ones, this will save you a ton of time.
There is a professional expectation that you have received the email and will respond within a reasonable amount of time. What is yours? I stick to 48 hours or less. Especially in an era where WFH rules, this is a great practice to participate in. Choose yours and stick to it!
3.Color-coded Tags
Each category of emails I receive has its own color-coded tag.
My categories vary by which email I’m in (personal, business, support) but I tend to stick to these categories:
One tag for each client
Events
Email Marketing
Money
Travel
Stop spending time searching for emails without these built-in folders. Plus, it shows you at-a-glance the status of a project by the last communication thread.
What would you add to this list? I could talk about Gmail for a long time… maybe I’ll create a video and share it soon. I’ve helped numerous professionals organize their emails better over the years. With software that continually evolves, it’s crucial to stay on top of new tools that can help you manage your time better.