Navigating The Email Avalanche

A Guide for Admin Professionals to Manage Busy Inboxes

In the fast-paced world of administrative professionals, emails often cascade into our inboxes at an alarming rate. Just as we triumphantly dispatch one, another swoops in to take its place. An organised inbox may sometimes seem like a pipe dream, especially when messages pile up faster than we can process them. But fear not, the path to ‘inbox zero’ might be closer than you think! Let’s delve into a treasure trove of email management hacks designed to give you back control of your inbox.

Embarking on the Journey with the 5 D’s

To steer your email management in the right direction, let’s introduce the 5 D’s:

  • Do: Swiftly tackle emails that necessitate a quick, two-minute action.
  • Delegate: Pass on emails requiring action by a colleague.
  • Delete: Purge and unsubscribe from non-actionable messages.
  • Defer: Postpone emails requiring extended attention.
  • Designate: Organise vital emails into folders for easy future access.

Declutter with a Swift Unsubscribe

Periodically review your subscription lists and liberate your inbox from unopened newsletters and unneeded updates. Every quarter, allocate time to unsubscribe from unused lists, safeguarding your inbox from superfluous messages and preserving storage.

Create a Tidy Digital Space with Folders

A cluttered inbox can morph into a dreaded digital junk drawer. Instead of using your inbox as a catch-all, establish a system of folders, manually sorting messages or utilising automatic filters. For instance, have sales team messages automatically sort into a Sales Initiatives folder, or direct courier notifications into a designated Courier folder.

Shift Conversations to Chat Platforms

Moving ongoing conversations to chat platforms like Slack or Microsoft Teams can prevent the “reply all” deluge in your inbox. It saves time, storage, and ensures that messages are not lost in the shuffle.

Template Triumph

For those frequent, nearly identical emails, devise templates to prevent repeatedly crafting the same messages. By saving a generic response as an email signature, you can effortlessly populate email bodies, necessitating only minor personalizations per message.

Harness the Power of Filters, Rules, and Labels

Implementing filters and rules can automate the categorization of incoming emails into predefined folders, helping you concentrate on priority messages and save time. Meanwhile, labels facilitate a different organisational strategy, allowing you to tag messages instead of shifting them into folders.

Minimise Redundant Emails

Avoid sending emails for minor acknowledgements like “thank you” or confirmation. In most professional settings, thanks and receipt of emails are considered a given and do not necessitate additional messages.

Subject Line Clarity

Maintain crystal-clear subject lines and adhere to existing email chains for ongoing topics. Implement subject labels like “To Action,” “FYI Only,” and “Urgent” to enhance clarity.

Maintain a Query List

Prepare a list of questions or items to discuss during your one-to-ones with execs instead of sending disparate emails. This ensures focused and efficient conversations and prevents minor items from overshadowing urgent matters during catch-ups.

Utilise ‘@’ for Direct Attention

Deploying ‘@’ followed by a name can spotlight specific actions or sections pertinent to particular individuals, enhancing the efficiency of message scanning and actioning.

Your Tips Matter

Every individual harbours a unique set of strategies that aid their administrative journey. We invite you to share your best email management tips and further enrich our community of admin professionals!

Navigating through a sea of emails might seem daunting, but by employing these strategies, you can bring order to the chaos and steer your inbox towards a serene, manageable state. Visit us at  for more tips and join our amazing community, where all admin are welcome!