I is for Inbox Zero: A-Z of Simple Living

This January, we're taking an in-depth look at the why and how of simplicity with the A-Z of Simple Living. If you want to make 2015 the year you create a simpler, slower life, why not join us?

------

Quick Question:How many emails - both unopened and read - do you currently have sitting in your inbox?A quick (and completely unscientific) Facebook and Twitter poll tells me the average reader of this blog has 1741 emails in their inbox.

1741 emails stressing you out

1741 emails reminding you of your inaction

1741 emails weighing you down every time you open your computer

Working to create a simpler life means reducing stress, cutting back on clutter - both emotional and physical - reducing committments and banishing guilt.Having an inbox crammed with 1741 emails is not going to help you create that simpler life.

Next question: Do you believe it could be zero by tomorrow?

Because it absolutely can.Currently I have 231 emails in my inbox, which is a blowout. As soon as this post is finished, I'll be dealing with that.But last month I had over 1000 emails sitting there, taunting me.I was sick of feeling guilty and overwhelmed every time I checked my email, so I decided to get all ninja on my inbox. An hour later it was down to 14 - it had no idea what hit it.Here's how to get your inbox under control, no matter how big the number that's staring back at you.

1. Set Up Your Folders

You need a simple, effective filing system that will make sense to you. When creating your folders, keep the following in mind:

• Try to limit the number of folders to under ten.
• Keep the folder names broad. Anything too specific will become cumbersome and you will be less likely to use it.
• Don't have an Action folder. These have never worked for me, so I keep any email that requires action (a reply, a bill to be paid, etc) in my inbox.
• You can always add another folder later if the need for one arises. Keep it simple until then.

For example. My mail folders are:

• Admin - bills, technical info for the website, email etc.
• Courses - login details for online courses I've attended, course materials, links to online groups, etc
• Guest Posting
• Personal - recipes etc
• Slow Home BootCamp
• Thank You Emails - for the multiple emails a week I get from readers

Keeping it broad helps me to make quick decisions when I'm sorting my inbox every day or two. (OK, every week or two.) 

2. Sort by Sender

Now you're ready to delete with wild abandon.First step - sort your inbox by sender. (There should be a tab at the top of your email provider that allows you to sort by date, sender, subject, etc.)Sorting by sender means you're able to delete huge amounts immediately. Look for big chunks of unread or out-of-date emails from one sender at a time.At this stage don't even worry about single emails from people, just look for the big chunks. Delete:

• Email newsletters you receive but never read
• Blog updates you receive via email but don't open
• Shopping sites and deals sites you no longer use
• Auto response emails
• Alerts
• No-reply emails

This will clear hundreds, if not thousands of unread/unwanted emails from your inbox in a matter of minutes.

3. Sort by Subject

Once you've gone through your entire inbox by sender, it's time to re-sort the remaining emails by subject.This will help weed out the email threads you no longer need or care about.Again, look for the big chunks of emails that share a subject line. Delete any that are out-of-date or unwanted.Some of the prime suspects:

• Email threads you've been CC'd on but have no need for
• Organising a now passed event
• Offers you've been forwarded
• Comment threads you've subscribed to

Once you've moved through your inbox again, it will start to look much more manageable.

4. File, Delete or Action

Now it's time to wade through what remains. Depending on how many emails you've already deleted, this may take a few minutes, or significantly longer.Regardless, just start at the top and move through the contents of your inbox as quickly as possible. Each email needs to be:

• filed in its appropriate folder - if it contains info you will need access to at a later date
• deleted - if it is out of date, unwanted, or readily available online
• actioned - if it requires action on your part (a reply or a specific action) leave it in your inbox

This will leave you with an inbox of emails requiring something of you, and working through these is the last step. Inbox Zero awaits!

5. Action

Hopefully there won't be too many unanswered emails staring back at you, but I know all too well the feeling of being overwhelmed by the state of my inbox and studiously ignoring its contents for days or weeks. Ahem...So if there is a lot to work through, take a deep breath and just start at the top. As you go through each email, respond as needed and delete it or file it away.Make your replies as quick as possible, and if there are any emails that need a longer response, leave them until the end.Once you've worked through them all, pour yourself a stiff drink or a cup of tea, dance a celebratory jig and revel in the feeling of not owing anyone an email. It's a good feeling.

Staying at Zero

Some tips to make sure your inbox stays at zero (or at least under 20 - which is my personal goal):

• Unsubscribe as newsletters and updates hit your inbox - providing A) it's not the Slow Your Home newsletter and B) you no longer read it
• Unsubscribe from daily alerts and deal sites as they hit your inbox - unless you regularly find them useful
• Set aside a time each day to respond to emails - you will be more productive in 15 uninterrupted minutes than if you check emails multiple times a day but never respond
• Clear your inbox back to zero every few days - it's incredible how quickly the information can add up if left to silently multiply

Confession time: how many emails currently reside in your inbox? (This is a guilt-free zone, so don't feel embarrassed. I once had over 7,000.)