Zero Inbox - What is It and How Can I Get Started?

Written by Ed Johnson

20 February 2024

The concept of the ‘Zero Inbox’ is one that entrepreneurs often refer to. Ensuring, wherever possible and of course with some exceptions, that my inbox shows zero unread messages, is something I’ve practiced and a mindset that I have worked by since before I founded PushFar. So, I thought I’d write a bit about it, my recommendations if you are looking to achieve a ‘zero inbox’ approach to emails and how you can get started. In my case, zero inbox actually means no emails in my inbox whatsoever.

For me, it started as a healthy mentality and one that brought me calm and order. I now sometimes worry it’s become an obsession. Perhaps it’s contradictory from my dumbphone digital detox approach which I wrote about a couple of weeks ago but the key for me is that I apply zero inbox proactively from my laptop now, rather than my mobile. Obsession or not, the zero inbox has ensured I am always able to be reactive, a good communicator and someone who will always respond to emails efficiently. They say that a clear desk equals a clear mind. To me, an empty or ‘zero’ inbox feels similar.

I’ve actually been, very kindly, complimented on my response rates and proactivity when it comes to emails, my inbox and approach to communication, from time-to-time. This always puts a smile on my face, and I would absolutely attribute a lot of that to my ‘zero inbox’ approach. So, this article shares a little bit more about how I manage my emails, the approach to communications and a few considerations.

How does it work?

Every day, when I log on for work, I set aside 20-30 minutes to ensure any emails that have come through overnight are responded to. I can start my working day with a clear mind and knowing that I have either read or read and responded to everything I need to. Sometimes, I’ll leave one or two emails unread in my inbox and use this as a way of tracking tasks that take longer. Essentially, if it is unread and, in my inbox, it means it requires an action from me or a longer, more considered response. In some cases, there are tasks that I need to action from my inbox, but I will put them on my Trello to-do list. You could just as easily use a pen and paper to draw up a to-do list.

Once I’ve read and/or read and responded to an email, I then file it away. I have a series of folders that I use and the core folders I have chosen to break-down my business and work inboxes to, over the years, have generally contained the following-

• Business
• Customer Support
• Clients
• Finance
• Internal General
• Marketing
• Personal
• Sales

Business, is for anything general, such as fundraising and investment, business enquiries and partnerships. Customer support, as it sounds. Clients, as it sounds and aimed at my B2B businesses. In those instances, such as PushFar, I’ve created sub-folders for each client too. Finances would include tax, payroll, receipts, invoices, etc. Internal General then houses anything from colleagues and contractors. Marketing, as it sounds. Personal, as it sounds. Sales, as it sounds. This helps me to keep things clean and tidy. Knowing that anything in my inbox is something I’ve yet to read, or yet to take required action on.

Where do I Start?

Now, when it comes to getting started, you may be looking at an existing inbox with hundreds (or thousands – eek) of unread messages, or even thousands of read messages but that are all sitting in your inbox. If you’re inclined to follow a ‘zero inbox’ similar to the one I’ve outlined, you might be thinking that it would take an age to start correctly filing or opening all of your messages. You’d be right – it would! So, instead, I offer you an easy way to begin.

Take every email in your inbox that you’ve received more than 14 days ago (or, if you’re worried that you’re woefully behind and will miss something, then 30 days ago), and file them all away in a new folder called “Archive”. Mark them all as read and consider them dealt with. The chances are if it was more than 30 days ago and its important then they will have followed-up or you’ll have sorted it out already. It means you’re not deleting anything, will always have it on file but it gives you a cleaner space from which to start. Then, work your way through the emails from the last 14 (or 30) days and start filing them in your own folder structure. Set aside 3-4 hours, depending on the number you have to work through and then religiously, every morning, be sure to clear your inbox.

At the end of each day, try and ensure you’re on ‘zero inbox’ too. It can be tempting to say you’ll deal with it the next day but creating an effective habit where you’re really on top of communications can be incredibly freeing and give you more time to be creative, ensure you’re doing things that make a difference and having an impact on your job, work, or business.