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5 Email Organizing Tips to Reduce Distraction and Increase Productivity

Email is one of the most effective tools in digital marketing. Data show that around 319.6 billion emails were sent and received globally in 2021 alone. It is projected to increase to 376.4 billion emails by 2025. This is not surprising that most people are getting overwhelmed by the number of emails they receive every day. Email overload is a common problem nowadays and it is only getting worse. You're gonna need to take much time to find important emails that are buried deep down that should have been on top of your inbox. In this post, we will discuss some tips for organizing your email to improve your workflow and manage your inbox more effectively.

What is Email Organization?

Email organization is a process by which you organize your email in a way that makes it easier to find what you're looking for. By sorting your email by subject, sender, or date, you don't need to spend a lot of time finding the information you need. It allows you to easily identify emails that need to answer and follow-up. Organizing your emails allows you to have an effective email inbox. It lets you conserve your inbox space, which can be crucial if you have a large number of messages to manage.

3 Benefits of Organizing Your Email

Email organization is a crucial part of an effective email management system. It reduces the amount of time you need to spend on emails. Here are the 3 major benefits you will get by keeping it organized.

Reduced Stress

Unread emails can quickly become a focal point of your stress when those are piling up and you don't have the time or energy to deal with them. When your inbox is organized, you will be able to find the email that needs your attention and take action right away. You won't feel overwhelmed by all of the messages in your inbox, which will allow you to focus on what's important.

Improved Efficiency

Email organization is key to improving your efficiency at productivity. You don't need to sift through all your mail finding emails that need an immediate response. Also, filtered lists make following up with people a breeze. All you have to do is click on the email address to open it in your message viewer. This allows you to focus on the tasks at hand and increase your productivity.

Increased Focus

Email is one of the most common sources of distraction. So keeping it clutter-free will help you stay focused on your to-do list and avoid multitasking. It cuts down the email response times you need to spend on the volume of emails you received each day. You will be able to focus on the tasks at hand and reach your goals more easily.

5 Tips to Organize Your Email

Email marketing is a powerful approach for lead nurturing, keeping customers, and increasing sales. But if you are the one receiving all those promotional emails, you will find those messages overwhelming, distracting, and time-consuming. Here are the best practices you can do to minimize this distraction and increase productivity.

  1. Use Folders to Group Similar Emails

    When it comes to email management, one of the most effective methods is grouping similar emails together. You can also use different colors for group emails to put them, so you can easily identify which is which. If similar emails need to be clustered into subcategories, just add a new label to create a specific folder.

  2. Delete Unimportant Emails

    Unimportant emails are a waste of time. You don't have time to be sorting through irrelevant emails that do not require a response. They also take up space on your device and in your inbox. If specific emails contain outdated information or links that won't work anymore, delete them. Unsubscribe from newsletters that you won't find value in content anymore. Deleting these types of emails on a regular basis will help you save both time and energy, which you can then use for more important tasks.

  3. Archive Old Emails

    Archiving old emails is an efficient way of keeping track of your correspondence. It also helps you to find information that might be relevant in the future. This is especially useful in the case of accusations of fraud or misrepresentation. On the business side, email archives allow companies to recover lost data if something happens to their primary email server. In this case, backups would include all archived emails from affected accounts too.

  4. Block Spam Mails

    Spam emails are unsolicited and often promotional in nature. Spam email can be a real pain to manage. They can contain unwanted commercial content, viruses, or malware. Blocking spam emails will help to protect your personal information. Set up filters that automatically block spam emails before they land in your primary inbox.

  5. Use Paced Email to Manage Email

    Email management can be a daunting task but with the help of the app, it can be much easier to handle. You can use Paced Email to prevent email burnout. It is an email forwarder that provides you with an email address, which will then forward emails to you. It holds emails for you, and then sends them at a specific time of the day, week, or month. This way you don't get distracted by email notifications, especially by emails that are not important and do not need immediate attention.

    There are two ways to use this tool.

    The first method is to subscribe to newsletters using forwarding email addresses. Then, have it send those newsletters at your scheduled time. You can also pause the email forwarding, and use it as a burner email which you can deactivate at any time when you no longer want to receive any emails from the newsletter(s) to which you have subscribed to.

    The other option is to create a filter for an existing newsletter you are subscribed to already. Then, forward it to and set it up to auto-delete once they are forwarded to Note that you can only use this option when you already subscribed. This method is great for an email list you must subscribe to, like a Netflix subscription where you need to receive your invoices.

Final Thought

Email organization is one of the most effective ways to reduce distraction and increase productivity. By managing your email in a systematic way, you can minimize the time you spend sorting through it. You can easily find the information you are looking for, allowing you to get more things done.


Henry Hoe is a multiple seven-figure eCommerce business owner with years of experience selling on WooCommerce, Amazon, Qoo10, Lazada, Shopee, and eBay. He specializes in SEO and email marketing as well as business automation. He started DecisiveMarketer to help striving business owners build their careers and refine their digital marketing plans without the missteps that come with doing it alone.