{"id":9329,"date":"2019-12-23T09:00:17","date_gmt":"2019-12-23T09:00:17","guid":{"rendered":"https:\/\/staging-mondaycomblog.kinsta.cloud\/?p=9329"},"modified":"2023-08-16T09:30:57","modified_gmt":"2023-08-16T09:30:57","slug":"inbox-zero","status":"publish","type":"post","link":"https:\/\/monday.com\/blog\/productivity\/inbox-zero\/","title":{"rendered":"Achieving inbox zero is easier than you think"},"content":{"rendered":"<p>There are two types of people in the world: Those who keep their inboxes organized, and those with 250 unread messages. Which type are you?<\/p>\n<p>(You don\u2019t have to answer that question.)<\/p>\n<p>If we\u2019re going to be completely honest with ourselves, there are probably a lot more of us with untidy inboxes than organized ones. As such, you might want to consider adopting the Inbox Zero approach.<\/p>\n<p>In this post, we\u2019re going to look at what Inbox Zero is, what it isn\u2019t, and how you can use it to <a href=\"https:\/\/monday.com\/blog\/productivity\/top-10-productivity-books-you-must-read\/\">enhance your productivity<\/a>. Let\u2019s get started.<\/p>\n<p style=\"text-align: center;\"><a class=\"cta-button blue-button\" aria-label=\"Get started with monday.com\" href=\"https:\/\/auth.monday.com\/users\/sign_up_new\" target=\"_blank\">Get started with monday.com<\/a><\/p>\n<h2>More than an empty inbox<\/h2>\n<p>The first thing that comes to mind when most people see the term Inbox Zero is the image of an up-to-date inbox that isn\u2019t bogged down with unread messages. You might even think of an empty inbox where all of your emails are archived or sorted to relevant folders.<\/p>\n<p>You\u2019re not far off base. However, the \u201czero\u201d in Inbox Zero doesn\u2019t actually refer to the number of messages you have in your inbox. It actually references how long it takes you to <em>use <\/em>your inbox.<\/p>\n<p>Inbox Zero is actually a productivity system developed by writer and podcast host <a href=\"http:\/\/www.merlinmann.com\/\" rel=\"nofollow\">Merlin Mann<\/a> as a way to reduce distractions and improve your efficiency and\u00ad\u00ad\u00ad\u00ad\u2013\u2013you guessed it\u2013\u2013productivity.<\/p>\n<p><em>So how does it work?<\/em><\/p>\n<h2>The nuts and bolts of Inbox Zero<\/h2>\n<p>The goal of Inbox Zero is to minimize the amount of time you waste when you\u2019re using your emails.<\/p>\n<p>A study by McKinsey found that the average worker spends <a href=\"https:\/\/www.mckinsey.com\/industries\/technology-media-and-telecommunications\/our-insights\/the-social-economy\" rel=\"nofollow\">nearly 30% of their time<\/a> checking and answering emails. On top of that, constantly refreshing your emails can <a href=\"https:\/\/hbr.org\/2019\/01\/how-to-spend-way-less-time-on-email-every-day\" rel=\"nofollow\">waste as much as 21 minutes<\/a> of your day.<\/p>\n<p>Combine that with the fact that the average professional <a href=\"https:\/\/www.forbes.com\/sites\/annabelacton\/2017\/07\/13\/innovators-challenge-how-to-stop-wasting-time-on-emails\/#7a4f98bc9788\" rel=\"nofollow\">interrupts their work 15 times throughout the day<\/a> to look at their inbox, and it\u2019s clear to see how emails can be a huge burden on our productivity. That\u2019s where Inbox Zero comes in.<\/p>\n<p>According to Mann, the best way to minimize email distractions is to <a href=\"http:\/\/www.43folders.com\/izero\" rel=\"nofollow\">keep an empty inbox<\/a>. We know what you\u2019re already thinking: \u201cI thought you said Inbox Zero isn\u2019t about the number of messages in your inbox.\u201d<\/p>\n<p>It isn\u2019t, but maintaining a clear inbox certainly doesn\u2019t hurt. Mann also believes that you should:<\/p>\n<ul>\n<li>Delete the emails that aren\u2019t important<\/li>\n<li>Respond ASAP to the emails that <em>do<\/em> matter<\/li>\n<li>Forward emails that you can delegate to someone else<\/li>\n<\/ul>\n<p>If it looks simplified, that\u2019s because it is. Under this approach, you\u2019re not reading your emails, you\u2019re <em>processing <\/em>them. The reason for this terminology is because you\u2019re not expected to read every email word for word during the processing phase. Instead, you should scan your emails and choose one of the following five actions:<\/p>\n<ol>\n<li><strong>Remove the email: <\/strong>If the email doesn\u2019t contain important information, get rid of it by deleting it or archiving it. The point is that it shouldn\u2019t stay in your inbox.<\/li>\n<li><strong>Delegate when possible: <\/strong>If you receive an email that you think someone else is better equipped to respond to, forward it to them.<\/li>\n<li><strong>Reply to the email: <\/strong>If you can respond in two minutes or less, reply to the email immediately.<\/li>\n<li><strong>Defer your action: <\/strong>If the email takes longer than two minutes to read and\/or respond to, defer the action to a scheduled time during the day where you can read more thoroughly and write an appropriate response.<\/li>\n<li><strong>Do your task: <\/strong>If an email requires you to do a quick, sub-two-minute action like scheduling an event in your calendar, do it immediately. If the action takes longer than two minutes, defer it.<\/li>\n<\/ol>\n<p>As you perform these steps, be sure to archive your messages or move them into a different folder or label so that your inbox stays at zero.<\/p>\n<p style=\"text-align: center;\"><a class=\"cta-button blue-button\" aria-label=\"Get started\" href=\"https:\/\/auth.monday.com\/users\/sign_up_new\" target=\"_blank\">Get started<\/a><\/p>\n<h2>Does it work?<\/h2>\n<p>The thing to keep in mind with productivity systems is that there\u2019ll never be a one-size-fits-all solution. Inbox Zero works brilliantly for some people, but others might find the idea of constantly organizing their inbox frustrating. Some people might even be so determined to take Inbox (1) down to Inbox Zero that they wind up wasting as much time as they would with a cluttered inbox.<\/p>\n<p>\u201cProject Zero inbox depends on your personality type,\u201d said marketer Michelle Urban, who works with tech companies at her company <a href=\"https:\/\/t.co\/E3zi2LvuOF?amp=1\" rel=\"nofollow\">Marketing 261<\/a>. \u201cRegardless of your inbox anxiety level, don&#8217;t be on inbox watch. Only check email (also Slack) at designated times throughout the day. For me, I check it three times. Things can wait.\u201d<\/p>\n<p>The <a href=\"https:\/\/www.psychologistworld.com\/memory\/cognitive-load-theory\" rel=\"nofollow\">Cognitive Load Theory (CLT)<\/a> suggests when we exhaust our mental energy, we\u2019re less likely to make good decisions, learn new information, and create long-term memories. As such, maintaining an empty inbox can cut back on some of those distractions that chip away at your mental energy. Plus, trying to find important information in a cluttered inbox with 250+ unread messages and thousands of unsorted emails <a href=\"https:\/\/monday.com\/blog\/productivity\/overwhelmed-at-work\/\">can be overwhelming<\/a> for most people, which comes with its own set of problems.<\/p>\n<p>The more you learn about Inbox Zero, the more you\u2019ll come across people who\u2019re either passionately for or against it. Here are a few different takes from people who\u2019ve tried it out:<\/p>\n<ul>\n<li>\u201cAchieving Inbox Zero doesn&#8217;t matter to me. Actually, the thought of it gives me anxiety.\u201d &#8211;<a href=\"https:\/\/t.co\/Yoj9rtUfNA?amp=1\" rel=\"nofollow\">Adrienne Barnes<\/a>, Content Strategist for B2B SaaS companies<\/li>\n<li>\n<div>&#8220;My inbox is always flooded with emails and I believe that this is true for almost every other person. It&#8217;s more about keeping your composure and concentrating on what&#8217;s important and not losing your mind over the non-important ones.&#8221; &#8211; Aabhas Vijay, Founder of email marketing blog <a href=\"https:\/\/www.smtpservers.co\/\" target=\"_blank\" rel=\"noopener noreferrer\">SMTPServers<\/a><\/div>\n<\/li>\n<li>\u201cFor me, it&#8217;s more about inbox harmony, clear communication, and not feeling overwhelmed. Set expectations about what happens, where, and what the channel used says about response time expectations. Don&#8217;t let the garbage in to begin with&#8211;set up filters and block spam instead of just deleting. And last: Don&#8217;t keep email open on your desktop. Check twice a day&#8211;mindfully&#8211;and triage.\u201d -Andrew Rosch, Marketing at <a href=\"https:\/\/twitter.com\/TrekBikes\">TrekBikes<\/a><\/li>\n<\/ul>\n<ul>\n<li>\u201cI aim for zero stress email over inbox zero email. If the emails left in your inbox don&#8217;t stress you out or negatively impact your work, spending time organizing them is probably not the most effective use of your time.\u201d &#8211;<a href=\"https:\/\/t.co\/WAPw6r2Jmn?amp=1\" rel=\"nofollow\">Brittany Berger<\/a>, Productivity Expert<\/li>\n<li>\n<p class=\"p1\">Achieving inbox zero gets even more complicated when you manage multiple email accounts. Switching between accounts and forwarding emails gives me anxiety. Luckily, there are solutions that allow managing\u00a0<a href=\"https:\/\/www.getmailbird.com\/best-windows-apps-to-manage-multiple-email-accounts\/\" target=\"_blank\" rel=\"noopener\"><span class=\"s1\">all emails in one place<\/span><\/a>.&#8221; \u2013 Kasia from Mailbird<\/p>\n<\/li>\n<\/ul>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>\u201cInbox Zero is the most important aspect of my career and keeping clients delighted. My number one tip is to use a <a href=\"https:\/\/monday.com\/blog\/teamwork\/team-task-management\/\" target=\"_blank\" rel=\"noopener\">task management system<\/a> to schedule emailed tasks and to mark emails as read.\u201d Gregory Petrossian, Business Intelligence Professional at <a href=\"https:\/\/twitter.com\/CSGPro\" rel=\"nofollow\">CSGPro<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"text-align: center;\"><a class=\"cta-button blue-button\" aria-label=\"Get started\" href=\"https:\/\/auth.monday.com\/users\/sign_up_new\" target=\"_blank\">Get started<\/a><\/p>\n<h2>Other things to know about Inbox Zero<\/h2>\n<p>As we previously noted, maintaining zero can be distracting enough by itself. The Inbox Zero principle doesn\u2019t have its own safeguards against over-checking your emails, which is why we recommend using it alongside a system that cuts back on email distractions altogether. This will keep you from being on defense all day as you field incoming messages.<\/p>\n<ul>\n<li>Schedule a time to check your emails. One popular method is to check emails two times during the day: Once in the morning, and once again in the afternoon.<\/li>\n<li>Turn off your mobile alerts. Switch your phone on silent or \u201cdo not disturb\u201d mode to avoid seeing email notifications until you\u2019re ready to.<\/li>\n<li>Look into an app like <a href=\"http:\/\/inboxpause.com\/\" rel=\"nofollow\">Inbox Pause<\/a> that removes email distractions for you.<\/li>\n<\/ul>\n<p>Also, consider using mail filters to cut back on unnecessary inbox clutter. Have your favorite newsletters sent to a folder that isn\u2019t shared with your inbox, make emails sent directly to you receive a higher priority label than those where you\u2019re just CCed, and flag specific email addresses in your contact list as high and low priority.<\/p>\n<p>These tips will help you block out those distracting emails, regardless of whether you\u2019re following Inbox Zero or Inbox <em>Everything.<\/em><\/p>\n<h2>Should I try Inbox Zero?<\/h2>\n<p>The answer to this question really depends on you. If you\u2019re someone who likes order and routine, you\u2019ll probably like the organization that comes with adopting Inbox Zero.<\/p>\n<p>However, if you\u2019re not that efficient with managing your emails already, don\u2019t expect this approach to magically fix that. It takes work to stick with Inbox Zero, so you\u2019ll need to <em>learn how <\/em>to be more efficient if you want to maximize its benefits.<\/p>\n<a class=\"cta-button blue-button\" aria-label=\"Get started\" href=\"https:\/\/auth.monday.com\/users\/sign_up_new\" target=\"_blank\">Get started<\/a>\n","protected":false},"excerpt":{"rendered":"<p>There are two types of people in the world: Those who keep their inboxes organized, and those with 250 unread messages. Which type are you? (You don\u2019t have to answer that question.) If we\u2019re going to be completely honest with ourselves, there are probably a lot more of us with &#8230;<\/p>\n","protected":false},"author":15,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_yoast_wpseo_title":"How to Achieve Inbox Zero | monday.com Blog","_yoast_wpseo_metadesc":"What's Inbox Zero? 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If you like order and routine, this is for you!","monday_item_id":18009445654,"monday_board_id":0,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[13905],"tags":[],"class_list":["post-9329","post","type-post","status-publish","format-standard","hentry","category-productivity"],"acf":{"lobby_image":false,"post_thumbnail_title":"","hide_post_info":false,"hide_bottom_cta":false,"hide_from_blog":false,"cluster":"tasks_and_todos","banner_url":"","main_text_banner":"","sub_title_banner":"","sub_title_banner_second":"","banner_button_text":"","below_banner_line":"","display_dates":"default","landing_page_layout":false,"sidebar_color_banner":"","custom_tags":false,"featured_image_link":"","faqs":false,"use_customized_cta":false,"display_subscribe_widget":false,"activate_cta_banner":false,"custom_schema_code":""},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Achieve Inbox Zero | monday.com Blog<\/title>\n<meta name=\"description\" content=\"What&#039;s Inbox Zero? Learn more about this popular approach to minimize distractions and improve productivity. If you like order and routine, this is for you!\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/monday.com\/blog\/productivity\/inbox-zero\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Achieving inbox zero is easier than you think\" \/>\n<meta property=\"og:description\" content=\"What&#039;s Inbox Zero? Learn more about this popular approach to minimize distractions and improve productivity. 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