4 Steps to Tame Your Overflowing Inbox

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Hi Friends, 

Managing your inbox can be overwhelming without a system. Today, I’ll share a framework, which will help you: 

• prioritize key emails

• ignore emails that don't matter

• spend less time in your inbox

• become a more responsive communicator

If you don’t have an intentional system, email overwhelm is inevitable. 

The average adult spends over 2 hours working on email each day. That's over 700 hours per year! I’m on a mission to change this. 

Let’s dive in. 

Why is Email Difficult for Neurodivergent Adults? 

The average person receives over 100 emails per day! No wonder email is a challenge. For neurodivergent adults, it can be even more difficult. 

Think about all of the executive function skills that come into play:

• Time management

• Task initiation

• Sustained attention

• Prioritization

• Working memory

• Impulse control

• Emotional control

Also, some emails are emotionally triggering. Others require multiple steps like reviewing our calendar and planning in advance. 

Last year, email took over my life. I realized that it’s not a simple task. It’s a daily project.

We can’t just open our inbox haphazardly. We need an intentional system. 

After playing around with a few ideas, I landed on an adapted version of the Eisenhower Matrix.

4 Steps to Tame Your Email Inbox

The Eisenhower Matrix is a method for managing time and prioritizing tasks. It’s named after Dwight D. Eisenhower, who used this strategy while leading American forces in World War II and as President of the United States.

This system works well for to-do lists, so why not use it for email? 

I adapted the Eisenhower Matrix to email and tested it for a month. Now, I use it every day.

Here’s how I tame my inbox:

1) Set a timer

How much time and energy do you have for email today?

Take three, slow breaths and start your timer.

2) Open your inbox

Whether it's Gmail, Outlook, or something else, log in and get ready!

3) Skim

Start with your first email. Read the sender's name and subject line, then move on to step four.

Once you complete step four, skim your second email. Repeat until the timer ends.

4) Prioritize and take action

This is where the Eisenhower Email Matrix comes in.

As you skim each email, ask yourself: which category does this belong to?

Urgent and Important 

These emails require immediate attention. Star or flag them. You will take action on these emails today. 

Common examples: 

• Bosses or clients requesting immediate response

• Event confirmations, urgent family updates, or health-related information.

• Upcoming payments or overdue bills

Not Urgent, But Important 

These emails require attention, but not at this very moment. If you use Gmail or Outlook, you can snooze these emails. 

Common examples: 

• Upcoming webinars or workshops that benefit your career or interests

• Updates on projects with distant deadlines 

• Upcoming subscription renewals

Urgent, But Not Important

These emails are tricky. They require action but they are not important to you. Try to delegate them. 

Common examples: 

• Questions about event details like RSVPs

• Urgent requests from customers or clients

• Scheduling meetings, booking travel arrangements, or handling basic paperwork.

Not Urgent and Not Important 

Delete or unsubscribe! 

These emails take up space in our inbox and create unnecessary overwhelm. Eliminate these emails immediately. 

Common examples: 

• Newsletters you never read

• Promotions from a gift you bought your friend

• Spam 

What if I Have Hundreds of Unread Emails? 

If your inbox has hundreds of unread emails, you’re not alone. Many adults have over 500. 

It’s not realistic to use the Eisenhower Email Matrix to sift through your entire inbox in one sitting. Instead, start small. 

Set a timer and use the Eisenhower Email Matrix to address emails from the past 24 hours. 

Over time, if you consistently use the matrix to handle email, your unread email numbers will shrink. And, most importantly, you will stay on top of important and urgent emails. 

Now, It’s Your Turn

If you don’t have a system for managing email, I have a challenge for you this week: 

Set a timer for 15 minutes and use the Eisenhower Email Matrix once.

See how it goes and tweak it to fit your needs.

Remember, progress not perfection. The goal is not inbox zero. The goal is to live a more organized and less stressful life. 

Summary 

Managing your inbox doesn’t have to be overwhelming. The Eisenhower Email Matrix will help you prioritize your emails into four groups:

1. Set a timer

2. Open your inbox 

3. Skim the first email by reading the sender's name and subject line

4. Ask yourself, "Which category does this email belong to?" (See image below)

Once your timer ends, stop!

If you learn best from videos, check out the video I made that walks you through the steps.

Your challenge: Use the Eisenhower Email Matrix to tackle emails from the past 24 hours. If it works, try it again tomorrow.

Remember, the goal isn’t inbox zero; it’s creating a system that reduces stress and helps you stay on top of what matters most.

P.S. 

If you want to work on your adult executive function skills, consider joining dozens of others who graduated from our Adult Executive Function Skills 101 course. Through this course, you enhance your time management, personal finances, and more. Learn more.

About the Author

Eric Kaufmann, M.Ed is a Professional Educational Therapist and Certified Executive Function Coach. He is the Co-founder of UpSkill Specialists, an online adult executive function coaching company designed to guide adults in overcoming disorganization, procrastination, and productivity roadblocks so they can unlock their potential. Eric is also the founder of Elevate Learning Solutions, an Educational Therapy practice located in San Clemente, CA, that guides students with neurological differences toward becoming independent and confident students and self-leaders.