Inbox Zero System

Inbox Zero isn’t about email. It’s about ownership.

I’ve followed Inbox Zero for 12+ years, and I swear by it.
It all started in 2013 with an iOS App called “Mailbox.”

Here’s how I do it. Every single day without fail:

My 6-Step Inbox Zero System

1. Time-blocked checks
I check emails only 3 times a day. 
Not continuously. Never reactively.

2. Quick triage
I read each email and ask: Does this need my action?

3. If yes & quick (<5 mins)
I act immediately, such as accepting a meeting invitation.
Then I move the email to a labelled folder.

4. If yes & not quick (>5 mins)
I schedule it based on urgency.
It remains in my inbox as an active task until I complete it.
Then I file it under a labelled folder for future reference.

5. If someone else should act
I forward it with clear context and ownership.
Then I file it away.

6. If no action is needed
I delete it. Ruthlessly.

The Outcome?

My inbox stays at 0–5 emails max.
Everything else is:

• Moved
• Delegated
• Deleted
• Or already acted on

Why It Works

• It clears mental clutter
• It reduces decision fatigue
• It builds trust. I NEVER miss anything important
• It protects focus. Email never drives my day
• It teaches discipline. Small habits, big impact

Inbox Zero isn’t productivity drama.
It’s a deliberate system to free your mind for actual work.

You won’t rise to your goals. You fall to your systems. 
Upgrade them relentlessly or stay stuck exactly where you are.