How To Keep Your Inbox At Zero

Here are some suggestions and ways you can help to keep your inbox at zero.

Email is one of hardest things to stay on top of, and yet it is also one of the most important ones! How often do you miss out on important things because they get lost in your email inbox, or your updates box, or your promotions box?

So how can we do it? Well today, I wanted to share with you how I simplified my inbox and made it so that I can get through it quickly each day. In the theblueprint™, we talk about an important step called “Review And Preview” that I do each week and how I organize my entire business for the week. An important part of that is getting on top of my email inbox, which is what we are going to talk about specifically today.

I came across this tip from Gina Trapani with Life Hacker. She talks about how she used to have dozens of folders that she used to manage her email account. She now only has three. She calls them the Trusted Trio. They are follow up, archive, and hold. Here is what she said about each folder.

  • THE FOLLOW UP FOLDER includes messages that represent tasks you must complete; whether that’s a response that will take more than two minutes (anything less than that, just respond on the spot!) or some sort of an action. All these messages represent an item on your to do list. To make sure you actually follow up on the messages in this folder, you must review it regularly. Alternately, when you add a message to this folder, make sure you also add it to your to-do list. I add it to my Monday to do list (Monday is the task management software that we use as a team, but you could also do this in Trello or Asana).
  • THE ARCHIVE FOLDER is your long-term email reference library. Place all the messages that contain information you may want to retrieve at some point in the long term future in Archive. Any completed threads, completed requests, memo’s you’ve read, questions you had answered, and completed project email goes into Archive. Basically, whenever an email is “closed” but you may find it useful at some point in the future place it in Archive. Dumping everything directly into Archive may seem scary to dedicated filers. It was to me at first. However, the archive is your “pile” versus “file;” Just remember it’s completely searchable, and any message you place there will be retrievable using a well-crafted query.
  • THE HOLD FOLDER is a temporary holding pen for important messages you’ll need quick access to within the next few days. If you’re waiting on someone else to get back to you with crucial information, or you’re maintaining a thread about a time-sensitive topic, keep it in the Hold folder. Examples of messages that would go in Hold are: a FedEx confirmation number for a delivery that’s on its way, or a message from a client that says they will get back to you by the end of the week. This folder should be reviewed on a regular basis and cleared out as the message contents are no longer needed (ie, that FedEx got delivered or your that client gets back to you.)

I have to admit, at first I was TERRIFIED to do this! I am totally a folders girl so the thought of getting rid of all of those just seemed overwhelming. But I decided to give it a shot and now I am completely in love with the outcome. The overall message inspired by Gina Trapani is merely to SIMPLIFY.

How can you modify the “three folder,” model?

I ended up creating 1-2 sub-folders for certain projects in each folder for things I do actually need to have grouped together. For example, I need to review some work from a group of my coaching students, so instead of taking the time to go back and review it, I just put it all in its own folder. But overall I stuck with Gina’s system. It is so great to be able to quickly get through my emails each day and not have to stare at email after email in my inbox. By switching over to this method, I have been able to cut SO much time out of my day that I was dedicating to email! I can’t recommend this tip enough!

You can read Gina’s full article HERE as she goes more in-depth with how she implemented the Trusted Trio into her email routine. 

Love this business tip? Be sure to check out our exclusive Facebook group and follow us on Instagram.

Are you a photographer looking to learn how to keep your inbox at zero and take back your time and your life? Tired of always having to choose between business and family? Well, then let me introduce you to theblueprint™! 30 lessons, weekly live coaching calls, built in accountability and everything you will need to build a business that is a benefit to your family and not a burden! Let’s be #bettertogether!



Leave a Reply

Your email address will not be published. Required fields are marked *

The Well




My Casual Capsule Favorites

Get started with your capsule wardrobe or just update some of your staples.

Grab everything you’ll need to start a capsule wardrobe.

75 Renew

reclaim peace

Are you weary in the wrestle? Come be renewed. What would your life look like if for 75 days you let go of all the hard things and weary ways and learned to renew everything around you? Let me show you how.

Ask & It Shall
Be Given

let’s study together

the lds art. co

browse our favorites

Ask & It Shall Be Given
Scripture Study


The main reason we study the scriptures is to gain wisdom and grow closer to God. A friend of mine calls the scriptures “Letters from Home.” But how do we get everything we can out of our scripture study? In this guide, I am going to walk you through how I started to gain more wisdom and insight into God’s word each time I read.

Let's study together!

Words from the Well


“Whosoever drinketh of the water that I shall give him shall never thirst” John 4:14

The Well

Monthly Scripture Study Subscription

Do you have the desire to have scriptures full of notes, details, and background history? All the insights and details written in the margins that take years to learn? 

The Well was created just for you.

Each weekday, I will send you the insights of what I am finding in my scripture study. Along with a weekly roundup of everything that is making a big impact to the growth of my faith.

Let me help you make scripture study easier. 

Scroll to Top

Grab Your Guide

A lot of moving pieces go into planning a wedding day timeline and we know it can be overwhelming! Grab our free guide to plan the perfect timeline for your day.