Many of us are spending up to 40 to 60 percent of our workday in our inbox. That’s a serious productivity leak and it’s costing more than just time.
The good news? You can turn things around with simple, proven strategies designed to reduce email stress and improve the way you work.
Here are five practical strategies to help you take back control of you:
1. Turn Off Notifications and Work Offline
That ding from your inbox might feel small, but it’s doing big damage to your focus. Research shows that constant email interruptions can lower your IQ by 10 points while distracted.Using the Work Offline feature in Outlook and turning off notifications lets you process emails in focused batches rather than reacting all day long. It’s a game-changer for deep work and mental clarity.
2. Use Alternatives to Email
Not every message needs to be an email. Quick conversations are often more effective on Teams, a quick call or face-to-face (when possible). Reducing your dependency on email creates space for more direct, purposeful communication.
3. Sharpen Your Email Etiquette
Writing better emails makes everyone’s life easier.
Think:
- Clear, action-oriented subject lines
- Concise messages with clear intent
This not only speeds up communication but improves how your message is received and prioritised.
4. Batch and Process—Don’t Just Check
Most of us fall into the trap of checking emails constantly without actually processing them. Ninja-level emailers block time to:
- Clear their inbox
- Sort messages into folders (e.g. Action, Read Later, Waiting, Archive)
- Apply the 2-minute rule: if it takes less than 2 minutes, action it straight away
This method keeps you ahead, not overwhelmed.
5. Set Team Agreements and Boundaries
In a hybrid work environment, it’s vital to set expectations around email responsiveness, especially when distinguishing between urgent and non-urgent matters.
Agreeing as a team on when to check email, when to switch off, and what warrants an instant reply helps everyone feel more in control and less anxious.
Why Email Management Matters Now More Than Ever
Hybrid work has made email even more central to our day-to-day, often replacing the conversations we used to have in person. Without strong boundaries and habits, it’s easy to slip into digital burnout.
Remember: Email management is a skill, and like any skill, it can be learned, improved, and even mastered. These tools don’t just boost productivity, they protect your wellbeing.
Ready to Master Your Inbox?
Our Inbox to Zero workshop dives into these principles even further, helping you build a practical, sustainable email system that works for you.
To stay inspired and keep applying what you’ve learned, follow Think Productive Australia on LinkedIn for productivity tips, tools and event updates.
