This is your go-to reference for keeping email from draining your time and energy.
1. Use the Eisenhower Matrix to Prioritise
👉 Sort emails into 4 categories:
- Urgent & Important: Respond or action immediately.
- Important, Not Urgent: Schedule time to handle it.
- Urgent, Not Important: Delegate if possible.
- Neither: Archive or delete.
đź“Ť Helps focus only on emails that truly require your attention.
2. Apply the 1-Touch, Two-Minute Rule
If an email can be handled in under 2 minutes, do it immediately. Don’t flag it for later.
đź“Ť Reduces inbox clutter and keeps momentum going.
3. Use Clear, Actionable Subject Lines
Write subject lines that tell the recipient exactly what’s inside or what’s expected.
Before:Subject: Update
After:Subject: Creative Review Needed by EOD Friday – Campaign XYZ
đź“Ť Speeds up scanning and prioritizing in asynchronous environments.
4. Get to the Point – Fast
Use the “BLUF” technique: Bottom Line Up Front. State the key message or action needed right at the start.
Before:
“Hope you’re well. I wanted to check in about the new ad concepts and see what your availability looks like for reviewing them.”
After:
“Please review the 3 new ad concepts by Thursday EOD so we can prep client-ready versions by Friday.”
đź“Ť Reduces confusion and unnecessary back-and-forth.
5. Stick to One Topic per Email
Avoid combining unrelated subjects. If needed, send separate emails for separate topics.
đź“Ť Makes it easier to search, forward, and act without needing clarification.
6. Bold or Bullet Key Info
Highlight dates, decisions, or deliverables so they’re scannable.
Before:
“We’ll need to approve creative, finalize copy, and lock media by the 22nd.”
After:
“Here’s what we need by June 22:
• ✅ Approve creative
• ✅ Finalize copy
• ✅ Lock media”
đź“Ť Prevents overlooked details in fast-paced async workflows.
7. Unsubscribe Ruthlessly
Unsubscribe from newsletters, promotions, and irrelevant threads. Use tools like Unroll.me or do it manually.
đź“Ť Less noise = fewer distractions.
8. Use Filters and Folders Wisely
Auto-route newsletters, system notifications, and CCs into folders. Star or label items that require action.
đź“Ť Keeps your main inbox focused on critical, direct communications.
9. Archive Instead of Leaving in Inbox
If you’ve replied or logged a task elsewhere, archive the email to keep inbox visual clutter low.
đź“Ť Makes inbox a workspace, not a graveyard.
10. Standardize Your Email Formatting
Structure every email clearly:
- Subject: [Action Needed] or [FYI]
- Top line: Summary or request
- Middle: Supporting info
- Bottom: Next step or CTA
📍 Makes your emails faster to read—and easier to respond to.
11. Set Expectations for Replies
Let your team and clients know your typical response window (e.g., “within 24 hours”), and hold firm.
đź“Ť Prevents fire-drill culture and endless follow-ups.
12. Don’t Use Email for Urgent Communication
ASYNC doesn’t mean “slow.” Use Slack, WhatsApp, or phone (SMS) when something can’t wait.
đź“Ť Protects the role of email as a tool for thoughtful communication.
13. Use Email Templates for Repeats
If you write the same types of emails regularly (e.g., feedback requests, meeting follow-ups), create and reuse templates.
đź“Ť Saves mental effort and time.
14. End Emails with a Clear Next Step
Close with “Please confirm,” “Let me know by Friday,” or “Can you send me X by EOD?”
đź“Ť Reduces ambiguity and the number of follow-up emails.
Inbox management isn’t just admin—it’s strategic. If you’re running a business remotely, ASYNC email discipline means faster decisions, clearer workflows, and more time spent doing what actually moves the needle.
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