Getting Emails Back Under Control

I sometimes refer to email overload as the “scathe business”, because left unchecked, it quietly eats away at productivity and focus. Emails, while essential, can quickly take control of a business and its people if not managed properly.

Here’s a question worth asking yourself: how many emails do you receive each day? If it’s more than 30, and for some people it’s 50, 80, or even 100, then it’s almost impossible to run your business effectively. Instead of working on the business, building strategy, developing your team, or driving growth, you risk being stuck in the business, endlessly reacting to your inbox.

When faced with this volume, most people end up doing one of three things:

  1. Ignoring or skimming through emails, often missing something important.
  2. Extending their working hours – logging on late into the evening just to “clear the inbox.”
  3. Getting completely caught up in emails at the expense of higher-value work.

None of these options are sustainable, and all of them hold you back from leading effectively.

So what’s the alternative?

You need a deliberate strategy for managing emails, and there are several ways to do this:

  • Use software tools: There are applications that can automatically filter, categorize, and prioritize your emails. They can colour-code messages from key people or move certain types of emails into designated folders.
  • Delegate: Consider having a trusted assistant or third party monitor your inbox. They can filter out low-value communication and create a folder of only the most important emails for you to review each day.
  • Set internal boundaries: Within your team, discourage unnecessary “copying in.” Being included on every email may feel like staying in the loop, but in reality, it only adds noise and distraction.

It’s also worth remembering this: receiving 100 emails a day is not a badge of honour. It’s not proof of how important you are. In fact, it’s a sign that your time is being consumed by things that could and should be managed differently.

If you want to stay in control of your business, and not let your inbox control you, you need to put a plan in place. A clear email strategy will free up your time, protect your focus, and allow you to get back to the work that truly drives growth.

It’s time to take back control of your inbox — and your business.
If you’re ready to stop letting emails run your day and start leading with clarity and focus, let’s talk. Book a coaching session and learn how to build systems that keep your time — and your business — firmly under your control.