5 Steps to Take Control of Your Inbox (A Framework for Neurodivergent Professionals)
- Eric Kaufmann
- Apr 7
- 4 min read
Updated: Apr 10
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Hi Friend,
I presented at the ADHD conference and shared a strategy to help neurodivergent adults manage email more efficiently. I received incredible feedback, so I want to share this system with you.
If you're a neurodivergent professional who is...
overwhelmed every time you open your inbox
less responsive than you'd like to be
feels like email is running your life...
it’s time to create your Email Inbox System. I call it an EIS.
In the past, I shared a framework to help people with ADHD determine which emails need the most attention and taught you how to spend less time in your inbox.
Today, we are bringing it all together and creating your EIS. Let's dive in.
Why Email Feels So Overwhelming
For many neurodivergent adults, email isn’t a helpful communication tool. It’s a never-ending to-do list that keeps growing! Executive function challenges like sustained attention, prioritization, and time management make it even harder to manage.
Here’s what tends to happen:
You check your inbox constantly but rarely make a dent in it.
You open emails, get distracted or overwhelmed, and tell yourself, “I'll deal with them later.”
You spend way too much time on low-priority emails while more important ones get buried.
Sound familiar? If so, you're not alone. This study found that the average person checks their email every six minutes!
That's not effective. That's overwhelming. It's time to make a change.
Take Control of Your Inbox & Build Your EIS
Taking control of your inbox is best done with an intentional framework. This is how I built my Email Inbox System.
1. Set Dedicated Email Triage Time Blocks
Email is a massive time suck if you check randomly throughout the day. Instead of constantly checking your inbox, block off two specific times for email triage, daily (e.g., 11 AM and 4 PM).
I call this "email triage". You can read my full blog post that teaches you how to set time blocks you actually stick to here.
Pro Tip: Turn off all email notifications. If something is truly urgent, someone will call or message you.
2. Always Start The Same Way
Every time you open your inbox, repeat the same first step to avoid getting sucked into random emails. This strategy is helpful for anyone who struggles with impulse control.
I use the Skim and Star Method:
Skim quickly and delete anything unnecessary.
Star emails that require action.
This stops me from diving into low-priority emails before handling what's important. If prioritization is a difficult executive function skill for you, test out my Eisenhower Email Matrix strategy.
3. Define Your Actions
Decide ahead of time what your possible email actions are, so you don’t waste time making decisions in the moment.
Common actions:
Reply
Forward (delegate if needed)
Label (organize for later)
Snooze (schedule it to pop back up when needed)
4. Take Action on Starred Emails First
Your starred emails are the ones that require action within 24 hours. Get through these first.
For anything that doesn’t need immediate attention, snooze it. This is my favorite email feature. It makes an email disappear from your inbox and return at a time you choose.
If you find yourself procrastinating email, my free mini course, "Break the Procrastination Cycle", will help you get started!
5. Close Your Email And Keep It Closed
Once you finish your email triage session, close your inbox and don’t open it again until your next scheduled triage time.
This eliminates mindless email checking, which wastes time and drains focus.
Now, It's Your Turn
Here's how I help my clients hone their EIS.
Determine the steps for your EIS.
Turn the steps into a checklist
Print it out.
Post it in your workspace.
New habits need visual reminders. A step-by-step visual framework is extremely helpful for any neurodivergent person, especially those of us with ADHD.
Example:
→ Open inbox at scheduled time
→ Skim and star
→ Take action on starred emails
→ Snooze anything that isn’t urgent
→ Close inbox until next email triage session
Summary
By creating a structured Email Inbox System (EIS), you’ll spend less time on email and more time on what actually matters.
Here’s how to start:
Set email triage time blocks and turn off notifications.
Use the same first action every time (e.g., Skim & Star).
Predefine your possible actions (Reply, Forward, Label, Snooze).
Act on starred emails first and snooze non-urgent ones.
Close your inbox when done to avoid constant checking.
If you're serious about taking control of your inbox, I have a challenge for you: create a checklist with your steps and use it until your EIS becomes automatic.
I hope this helps you save time and enjoy more of life.
In service,
Eric
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About the Author
Eric Kaufmann 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 that guides adults in overcoming disorganization, procrastination, and productivity roadblocks so they can unlock their potential. He is also the founder of Elevate Learning Solutions, an Educational Therapy practice located in San Clemente, CA, that supports neurodivergent students in becoming independent and confident.