Inbox Zero in 15 Minutes a Day

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If your inbox feels like a monster you’ll “get to later,” you’re not alone—and you’re not lazy. The average professional gets over 100 emails a day. But here’s the shift: email isn’t a to-do list. It’s a communication channel—and you need a system, not a scavenger hunt.

In this week’s Remarkable Monday, I’ll show you how to reclaim control with a simple 15-minute-a-day routine. We’ll cover habits, triage techniques, and (yes) a light dose of AI for efficiency—not dependency.

Why Email Feels So Heavy

The problem isn’t the number of emails—it’s the mental load of them. Every message you haven’t answered is a tiny open loop your brain keeps tracking. That’s cognitive clutter.

And if you lead people or run anything at all, email is one of your main levers of leadership. If it’s chaotic, scattered, or avoided…that shows up in your relationships, timelines, and results.

The 15-Minute Inbox Reset System

Let’s break this down into a daily rhythm you can actually stick to:

1. Set a Daily Email Appointment

Choose one time per day where you’ll fully focus on your inbox for 15 minutes. No notifications. No multitasking. Just you and the inbox.

2. Use the 3D Method: Delete, Delegate, Do

When reviewing emails, act fast using these categories:

• Delete: Newsletters, FYIs, and anything that doesn’t need your brainpower.

• Delegate: Forward it with a quick note to someone better equipped to handle it.

• Do: If it takes 2 minutes or less, reply or take the action now.

For anything that requires deeper attention, move it to a follow-up list (or a single Follow-Up label/folder if you want a holding zone).

3. Archive Liberally

Don’t save emails you might need “just in case.” That’s what the Archive button is for.
Search tools are powerful—whether you use Gmail, Outlook, or Apple Mail. Let search do its job.

4. Skip the Folder Obsession

You don’t need a dozen folders or color-coded labels to stay organized. The more categories you create, the more decisions you’ll have to make per email.

If you must sort something, use a single Follow-Up label or tag. That’s it. Keep it friction-free and flexible across platforms.

5. Check Less, Not More

You don’t need to be “on call” for your inbox. Check it once or twice a day—intentionally, not impulsively.

Turn off notifications. Email is not your manager. You are.

Bonus: Use AI Like an Assistant, Not a Crutch

If you’re pressed for time, tools like ChatGPT can help you:

• Summarize long emails:
  “Summarize this email in 3 bullet points with action steps.”

• Draft replies faster:
  “Write a clear, respectful reply that confirms receipt and outlines next steps.”

• Organize your next steps:
  “Turn these email requests into a prioritized to-do list.”

Remember: AI should support your judgment, not replace it.

You Don’t Need a Clean Inbox—You Need a Clear Mind

Inbox Zero doesn’t mean you have to strive for perfection. Simply have a system that frees you to focus on what matters more. Start with 15 minutes. Stick with it for a week. Then watch what shifts—not just in your inbox, but in your energy.

If you are reading this far…

I hope this message finds you well. I’m sharing from my heart in hopes that you will be inspired to unearth and live out your God-given purpose. Hopefully, something I said resonated. I would love to hear from you if so. Please feel free to reach out to me on social media. FYI: I’m mostly active on Instagram these days. If you were forwarded this message, you can subscribe here to receive thoughts like this directly in your inbox. And don’t forget to check out the latest episode of my podcast, ConvoRoom with Mark Allen Patterson.

See you next week,