Email Overload? Try the Do, Delegate or Delete Method
Regardless of how busy I am, one thing is non-negotiable: keeping my emails under control.
It’s one of those habits where little and often is the best approach to stay on top of things. A few minutes a day means I never have to face hundreds (or thousands!) of unread messages. But I know not everyone feels the same.
Are you in control of your inbox?
In 2025, it's predicted that around 376.4 billion emails will be sent every single day. That includes both personal and business messages - and yes, it shows. I see the evidence all the time in the form of those dreaded red notification bubbles on my clients’ and friends’ phones and computers.
Just seeing those little red circles gives me a cold sweat 😱
There’s no one “right” way to manage your inbox
You might swear by Inbox Zero. You might use flags and folders. You might - please don’t - print them all out. Or maybe you just keep everything and hope for the best (← also not recommended).
Personally? I like to keep things as simple as possible.
No folders, no stars, no complicated systems. I’m happy to leave outstanding messages in my inbox as reminders—but I aim to keep as few emails as possible hanging around.
Whatever your preferences, there’s one method that works for everyone:
The Do, Delegate or Delete Method
When a new email hits your inbox, apply this simple rule:
🔴 DO: Take action straight away
If you can deal with the email in under 2 minutes, do it now.
That might mean:
Unsubscribing from a mailing list you no longer read
Sending a short reply to confirm something
Filing a receipt or document where it belongs
Doing it now saves you the mental energy of seeing it again later.
🔴 DELEGATE: Add it to a system—or hand it off
If it needs action but not right this second, don’t leave it in your inbox.
Instead:
Add the task to your to-do list, planner, or calendar
Drop it into your project management tool
Forward it to the person who should be handling it
👉 Example:
You get an email asking you to book a meeting. You don’t have time to check your calendar now?
Don’t leave it sitting there.
Add “Email Rachel re: Friday meeting” to your task list and archive the email.
🔴 DELETE: Be ruthless
Not every email needs your attention. In fact, most don’t.
Delete anything that:
You’ve already replied to
You’ll never refer back to
Is irrelevant, expired, or unhelpful
And yes, that includes deleting the email after you reply - it’s already saved in your Sent folder.
This step is about clearing digital clutter. If you wouldn’t keep it on your kitchen table, why are you keeping it in your inbox?
Bonus Tip: Batch-check your email
If email is eating into your day, try checking it at set times (e.g. morning, midday, and late afternoon) rather than constantly reacting to every ping.
Turn off notifications if you can, and open your inbox when you’re ready to deal with it - not when it demands your attention.
Simplify your inbox, simplify your day
There’s no one perfect system, but this one rule - Do, Delegate or Delete - is the foundation of them all.
You don’t have to spend hours each week clearing your inbox.
You just need to make small decisions as you go.
Keep it simple, and keep things moving.
