Inbox Zero – 3 years of happy email

Today is roughly 3 years since I’ve decided to sort out my email. Both, my personal email and my work email. I’ve decided to go 100% Inbox Zero. No exceptions.

Inbox zero

Why?

I had a massive inbox full of stuff. I’m using Gmail for my personal mail and the Exchange and MS Outlook at work. Thanks to Google’s never ending storage I never removed a single mail from my inbox. It was the same at work. It started to bother me at some point for number of reasons.

  1. I took me a moment to find things I was looking for
  2. I was annoyed with the mess and the number of things in my inbox
  3. I couldn’t organise myself based on my email inbox. Couldn’t decide what to do next.

About the same time I started to think of my problem I stumbled upon the concept of Inbox Zero.

How I’ve done it?

First thing was to actually reduce the amount of received emails.
Unsubscribing from useless marketing stuff and newsletters I never read and was never interested in.

I’ve created Labels in GMail and filters in Outlook to put less important informative things (like interesting newsletters, Bank statements, some billing info) into folders. This information is there, separately from the other stuff and I can easily get to it by navigating to a folder.

Last step was to archive everything else. This left my Inbox totally empty.

Ongoing maintenance?

Quite simple.
When I received something I was not interested I either tried to unsubscribe or mark it for my spam filter.

All the filters took care of putting interesting but unimportant mails into folders.

Every email I received become immediately my TODO email. I either answered it immediately or as soon as I could. As soon as I took an action I could archive the email and forget about it.

Summary

I find few advantages of having no emails in inbox.
The fact that my inbox is empty when I navigate to it leaves me with the peace of mind. I know that all the necessary actions I should be taking, I’ve done and I don’t need to worry about it.

Email is no longer only a way of communicating, it’s also a way for organising myself. I do actually send myself an email as a reminder of things I need to do. After three years of doing Inbox Zero, I know I will make sure that I will get to it as soon as I can so the inbox could stay empty again.

Lastly, the fact that there is nothing in the inbox and the fact that my Email TODO list is clear makes me feel good, gives me a motivational sense of accomplishment. That alone is an incentive for the Inbox Zero.