Inbox Zero for project managers!
From the The Money Files Blog
by Elizabeth Harrin
A blog that looks at all aspects of project and program finances from budgets, estimating and accounting to getting a pay rise and managing contracts.
Written by Elizabeth Harrin from RebelsGuideToPM.com.
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Date
Is the amount of unread emails in your inbox kind of a badge of honour? Time to rethink what you value! And I’m here to tell you that it’s not a selling point as a project manager to have lots of unread emails. Your inbox is not your to do list. It’s the first port of call for incoming messages (as well as all the other channels you have). But if you want to reclaim some bandwidth, then here are 7 tips to stay sane when email is out of control.
1. Batch process, don’t check constantly
Set 2 to 3 times a day for email review only. Block the time out on your calendar. Let people know that is your approach because you mention it in your status message or auto responder.
2. Use folders or tags that work for you
Come up with some folders or tags that work for you. I use a folder per project, and then break down that folder into subfolders, each related to a specific aspect of the project. So I’ll have a fold for budget and benefits, another one for steering group prep and correspondence, one per deliverable, topic or theme of the project, and so on.
You could have ‘for action’, ‘waiting’ (for where you are waiting on someone else’ or folders for different stakeholders. You can also flag messages, so if you don’t want to move them to a folder, colour-code the flags and create a system that works.
3. Craft better subject lines
“Action needed by Friday” is better than “Update”. Typically, we start emails with: For information, For review, For action and then state what the task is. Then people can decide when they want to read it, and for senior stakeholders, their exec assistant or PA can filter out the mails where their boss has to do something.
4. Default to clear, short responses
Try the 4-sentence rule: context, ask, next step, close.
For example: Thanks for coming to the steering meeting on Thursday. The ask of the group is to ratify the change proposed (see attached change request slide). We agreed to feed back consolidated responses to Elizabeth by Friday. Thanks in advance for your help!
5. Unsubscribe or filter relentlessly
I know we all have newsletters that we subscribe to, and they are a good way of keeping up with topics you want to learn more about, or from creators who inspire you. I’ve got folders for the newsletters I want to keep – when you find people who send stuff you want to refer to time and time again, you know you are on to a winner!
Move newsletters to a reading folder. Move reports to an archive and use search tags so that you can find them again.
6. Use flags/snooze/delayed send features
Too busy to deal with it now but worried you might forget later? Snooze the message or use flags to remind you to come back to it. Is it too early to deal with it but you’d rather get it done? Use the delayed send feature so your message gets sent when the time is right but you can draft it now – and cross it off your to do list!
Deal with inbox items on your terms.
7. Establish norms with your team
This is the thing that people on my training courses seem to find the hardest. Talk to your project team and your immediate colleagues about what norms you want to use. For example, if there are more than 3 replies in the chain, pick up the phone and talk to someone.
What are your boundaries about sending emails out of hours? When do you move a discussion to a chat channel so more people can see it instead of copying everyone in?
Email doesn’t need to run your life, even though it might feel like it right now! I’ll confess that I am not at inbox zero – I don’t think I ever have been in my 20+ years of working as a project manager. But I also don’t have hundreds and hundreds of messages in my inbox as that stresses me out. My goal is less than 50, so I can easily scroll through and see what’s top of mind at any given moment.
What about you, have you ever got to inbox zero? What tips do you have for keeping your inbox uncluttered? Let us know in the chat!
Posted on: September 29, 2025 12:26 AM |
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Comments (8)
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Marios Efthymiou
Consultant - Coach - Trainer| Affirma Consulting and Coaching
Lefkosia, Cyprus
Sierra Garth
Research Project Coordinator
Omaha, NE, United States
Great tips! I use some of these already and will incorporate the others.
Ingo Petersen
Robert Bosch Car Multimedia GmbH
Hildesheim, Germany
my goal setting: less than 50...Thanks Elizabeth
Paul Rivet
Manager of Fleet National Programs| Canada Post Corporation
Mississauga, Ontario, Canada
Sometimes I get to Inbox Zero... And some great ideas here to use going forward. There's always some excellent information in your articles Elizabeth! Really look forward to reading every time there's a new one.
Patrick Spurgeon
Project Manager IV| CSG International, Inc.
Omaha, Ne, United States
Excellent tips & tricks! Likewise, I don't ever recall being at 'inbox zero'...is that even possible? ha! I use this approach to maintain at 15 or less... I use a split screen view with the inbox on top and the selected message/reading panel below (folders, of course, are in the left column). I adjust the horizontal divider to display the inbox to no less than 10 messages but no more than 15. Whenever I'm over 15 in the inbox, it is time to ACT. At that point, something needs to be done...a reply should be sent or the message needs to be archived or a meeting needs to be scheduled or 'whatever'. But nothing just 'sits' in the inbox when the count is 16 or higher unless absolutely necessary during periods of 'flurry' activity - period. It takes commitment & diligence, but I firmly believe this is a key habit - at least for me - in maintaining a 'healthy' inbox. Good luck to all of us in chasing 'zero'!
Todd Wiest
Corporate Lead Executive - LA| KRATOS Defense & Security Solutions, Inc.
Placentia, Ca, United States
By using David Allen's "Getting Things Done" approach, I've operated at Inbox Zero for years. Like you suggest, Elizabeth, I devote certain times of the day to go through my inbox. When opening an email, I decide to delete, delegate, or do. If it falls into the "do" bin, I categorize it based on the resource I need to do the task, e.g., email, internet, etc., and the related project. Then I set the flag date when I want to take the next action on that topic. Yes, my inbox is at zero, but my task list is enormous! Dealing with that is similar to the stress of hundreds of unread emails; however, you know what that message was about and have a plan to deal with it. Most importantly, it's in your approach and off your mind. Now I need to work on some of the other points you bring up. Thank you, Elizabeth!
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