When I asked 50 realtors during a training how they feel about email, there were mostly like,
How can something so good be so bad?!
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We know email is super powerful.
But it’s also one of the biggest thieves of our time, energy, and focus.
It leaves you drained before you’ve even tackled your real priorities.
The truth is, your inbox will take as much of your attention as you give it.
With a few intentional changes, you can stop the addiction.
Here are three steps to make your inbox work for you.
Step #1: Get Fewer Messages
If you receive 100 emails on Monday and 200 on Tuesday, you’ll spend twice as much time on email on Tuesday.
Seems obvious, right?
It is.
Yet most of us don’t focus on simply getting fewer messages.
The fewer emails you receive, the less time you spend in your inbox.
And that is time you could be using for higher-value activities.
One of the fastest ways to cut down on volume is to unsubscribe ruthlessly.
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Every extra newsletter, promotion, or update you never read is taking your time and mental bandwidth.
When an email lands in your inbox that you do not need, don’t just delete it.
Scroll to the bottom and click UNSUBSCRIBE (or mark it SPAM).
Step #2: Check Less Often
Research shows that the average professional checks email 75 times a day. Seventy-five!
That’s about every six minutes.
No wonder it feels impossible to focus.
Every time you check your email, you break your concentration.
You pay a “switching cost” to get back into your work.
Those constant interruptions drain your mental energy.
Here’s a better approach.
Set specific times to check your inbox and stick to them.
Like, 9 a.m., 11:30 a.m., 2 p.m., and 4 p.m.
This way, you still check it throughout the day and stay responsive, but you protect time for deep work, too.
If you’re worried about missing something urgent, set up filters or alerts for truly critical emails from specific senders.
That way, you’re not scanning everything constantly just to catch one or two important messages.
Okay, so you’ve cut the noise and the time spent.
Now, let’s tackle when you look at what’s left.
Step #3: Decide. Decide. Decide.
How many times have you read the same email multiple times without acting on it?
You read it, mark it unread, read it again later, mark it unread…
Each time you revisit it, you spend more time and mental energy than necessary.
Adopt a one-touch rule.
When you open an email, decide what to do with it right away.
The 4 D’s are a great guide: Delete, Do, Delegate, or Defer.
- If it takes two minutes or less, Do it immediately.
- If it’s not needed, Delete it.
- If someone else should handle it, Delegate it.
- And if it needs more time or information, Defer it by adding it to your task list with a specific follow-up date.
Don’t just mark it unread.
That was the old you.
The new you DECIDES!
The Bottom Line
Your inbox should serve you, not the other way around. By
- Reducing the volume of emails
- Checking them less often
- And managing them with purpose…
You reclaim hours, lower stress, and focus on what matters most.
So the next time you find yourself on your third inbox scan before 10am, pause and remember:
Email is a tool, not your boss.
When you take charge, you win back your time, your focus, and your sanity.
What small change will you make to stick with that?
xo,
Mridu
PS: Would you love to simplify email, meetings, to-dos, systems, habits, routines, schedules, and behavior? (Just to name a few). We really should talk.
1) Learn about team training here.
2) Explore one-to-one coaching here.
3) Planning a team event or retreat? Visit my speaking page and let’s talk.
PPS: Know someone who needs a little more time and a little less chaos? Forward this to them or send them here.
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