How to Manage Your Inbox to Actually Get Things Done

Your inbox is full, your calendar is tight, and you’re constantly putting out fires. If that sounds familiar, you’re not alone. For remote and hybrid workers especially, email can become an overwhelming vortex that kills productivity. But it doesn't have to be.

Here’s a better way to manage your inbox so you can stay focused, follow through, and get more meaningful work done.

Quick Summary: 6 Inbox Management Tips

Here's our one-sentence summary;

1. Rethink the Role of Your Inbox - Treat your inbox as a triage zone, not your to-do list.

2. Triage Emails Using the 4Ds - Use the 4Ds—Delete, Delegate, Defer, Do—to process emails quickly and purposefully.

3. Batch Your Email Time - Check your inbox at set times to avoid constant interruptions and regain focus.

4. Use Briefmatic to Turn Emails into Tasks - Star emails to automatically turn them into trackable tasks in your actual workflow.

5. Automate and Streamline Replies - Save time with templates and text shortcuts for common or repetitive responses.

6. Unsubscribe and Filter Ruthlessly - Clean up your inbox with filters and unsubscribe tools to eliminate unnecessary emails.

Step 1: Rethink the Role of Your Inbox

Your inbox is not your to-do list. It’s a triage zone.

Treat every new email as something to process, not something to keep around just in case. The goal isn't inbox zero—it's clarity. What do you need to do? What can you ignore? What can you delegate?

Step 2: Triage Emails Using the 4Ds Framework

When you open your inbox, apply the 4Ds:

• Delete: Remove irrelevant or outdated emails.
• Delegate: Forward or assign to someone better suited.
• Defer: Send it to your task app if it’ll take more than 2 minutes.
• Do: If it takes under 2 minutes, do it now.

This approach lets you clear out your inbox quickly while capturing the work that actually matters.

Step 3: Batch Your Email Time

Avoid living in your inbox. Instead:

• Set specific times (e.g. 9am, 1pm, 4pm) to check and process emails.
• Turn off email notifications to stay focused between checks.
• Use calendar events or recurring reminders to hold yourself accountable.

Email is other people’s priorities, not yours. Don’t let it dictate your day.

Step 4: Use Briefmatic to Turn Emails into Actionable Tasks

One of the easiest ways to reduce email overwhelm is to separate communication from execution.

With Briefmatic, you can:

• Star an email in Gmail → It appears automatically as a task in Briefmatic.
• See it on your Kanban board or calendar view so it’s in your actual workflow.
• Avoid copy/pasting or forgetting about it entirely.

This is especially powerful for remote teams that depend on asynchronous work. You can keep your inbox clear and never lose track of what you need to do.

Step 5: Automate and Streamline Replies

Save time on repetitive replies by using:

• Gmail templates (Settings > Advanced > Enable Templates)
• Outlook Quick Parts
• Tools like TextExpander or Typio for keyboard shortcuts

Automation isn't just for developers.

Step 6: Unsubscribe and Filter Ruthlessly

Use tools like https://unroll.me/, Clean Email, or Gmail filters to:

• Automatically archive or label newsletters
• Unsubscribe from marketing emails you never read
• Keep only important messages front and center

You don’t have to read everything to stay informed.

Bonus: Tools That Help

• Briefmatic – Turn starred Gmail emails into tasks automatically
• SaneBox – AI email sorting that learns your preferences
• Superhuman – Premium email clients for speed & productivity

Final Thought

Managing your inbox isn’t about being perfectly organized. It’s about reducing the noise, capturing what matters, and getting back to real work. A few small systems can make a big difference, especially when paired with tools like Briefmatic.

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Try it out: “Star” your next actionable email, and let Briefmatic handle the rest.

[Start your free trial of Briefmatic]

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If you’ve found this useful, why not check our recent blogs on How to Actually Do Remote Work Well or The Best Tech Stack for Remote Working.

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