How to Organise Emails: The Stack Method Workflow
You can quickly get pulled into other people’s methods of sorting emails, but figuring out how to organise emails in a way that works for you should be the number one priority. Flags, folders, rules… I’ve tried all of it, but the one method that stuck was the Stack Method.
Emails can quickly become overwhelming, pulling you away from the work that matters most. The Stack Method is a simple, minimalist workflow to organise your inbox, reduce clutter, and reclaim control of your time.
It isn’t about obsessively checking emails or clearing everything immediately. It’s about batching, sorting, and processing emails efficiently, so your inbox works for you—not against you.
How to Organise Email with the Stack Method
Some people like to use hundreds of folders, but they often get forgotten, and there’s no system to review them regularly. Very much like the “photo monster” I described in this blog post, it can get out of hand quickly.
Organising Your Digital Photos: Taming the Photo Monster
I’ve also completed email migrations for clients that took hours simply because they had a few emails scattered across many folders. I prefer fewer folders and fewer emails, keeping everything simple and functional.
Here’s my step-by-step system showing exactly how to organise emails into three main folders: Action, Archive and Active.
📂 Action
Within Action, use these sub-folders:
REPLY – Messages you must reply to
DO – Tasks taking more than 5 minutes
FORWARD – Emails to send to others or store elsewhere
MEET – Meetings to schedule or accept
REVIEW – Emails you’ll need to check but don’t need to act on immediately
📂 Archive
Emails you no longer need but want to keep. One high-level folder is enough to save time; break it down only if necessary.
📂 Active
For ongoing conversations you may need again. Use subfolders starting with ‘When’:
When X has happened
When creating X
When filing last year’s taxes
My most-used folders in Active are:
When event has happened
When order has arrived
When course has finished
Getting Started: Empty Your Inbox
The only way this system works is to start fresh. Clear your inbox completely and remove anything unnecessary.
Always keep in mind: “Do, Delegate, or Delete”. I wrote about this method in this blog post:
Email Overload? Try the Do, Delegate or Delete Method
Next, set up the folders as described above.
How I Use the Stack Method
I check my email three times a day: morning, midday, and close of day.
Open your inbox and quickly sort emails into the Action subfolders
Work through the folders from top to bottom:
Address emails that need action today
Respond, archive, or delete once complete
Move to the next folder
Emails taking more than 5 minutes go into a to-do list or your calendar. I use my bullet journal for this.
💡 Tips for the Action Folder
Flag messages to handle that day
Schedule tasks using the email subject as the title
Work on emails during the allocated time block
Archive or delete once completed
🔄 Following Up
For emails requiring follow-up, BCC yourself. It will return to your inbox, so you can sort it into the proper action folder. (Mac Mail sometimes does this automatically, but it’s a useful habit.)
Why This Method Works
The Stack Method suits busy, minimalist business owners:
Supports focus: Batching reduces distractions and context switching
Scalable: Works for 20 or 200 emails daily
Stress-free: Maintains “Inbox Zero” without constant monitoring
Minimalist-friendly: Simple folders, clear process, less mental clutter
Simplify Your Inbox Today
Follow these five steps to get started:
Pick a zero day – Spend 30–60 minutes clearing your inbox and moving emails into folders
Create your action folders – REPLY, DO, FORWARD, MEET, REVIEW
Batch process emails – Handle one folder at a time during scheduled sessions
Use rules & filters – Automatically sort recurring emails (e.g., newsletters)
Protect your focus – Schedule email sessions and disable notifications outside those times
Your inbox doesn’t have to be stressful. The Stack Method shows how to organise emails efficiently so you can reclaim time, clear mental clutter, and create a system that works for you — without ever needing to clear hundreds of emails again!
Learn more about the Stack Method on the official website.
If you want help clearing your inbox or setting up these folders, book a Power Hour with me to get started.
