For a long time, the first thing I did every morning, eyes hardly open, was to reach for my phone and dive right into email.
And every morning, without fail, I'd end up anxious. Emails from multiple time zones. Requests, updates, threads I wasn't ready for. My day hadn't even started, and I was already in response mode.
Eventually, I realized: This can't be the way. So I took a step back and asked myself - how can I make email less overwhelming, and more intentional?
Here are three simple habits that helped me reclaim calm and get meaningfully closer to Inbox Zero most days:
1. Label urgency in subject lines: it changes everything
This idea came from a founder friend, and it's been a total game-changer.
I started asking people I work with to add urgency indicators in the subject line. Things like:
[URGENT – today][By EOD Thursday]
It's surprisingly effective. It sets expectations on both sides and removes the pressure to respond instantly to everything. People are generally happy to do it once you normalize it.
2. Treat email like a task: block time for it
Rather than dipping in and out all day, I started treating email like a real task; something to focus on during specific windows.
I block two to three slots each day to check and respond. That's it.
No reactive checking during deep work. No inbox guilt hanging over me. Just focused sessions where I actually process messages instead of looking and delaying.
3. Create space to move, not just respond
Getting to Inbox Zero isn't about hitting zero for the sake of it.
It's about creating mental space so I can think clearly, set priorities, and actually move forward on the work that matters.
When my inbox is clean, I feel lighter. Less noise. More momentum. It's like tidying a room - not because it's dirty, but because clarity helps.
Inbox Zero isn't a productivity flex; it's peace.
A calm mind, a clean slate, and a quiet reminder that you run the day, not your inbox.
If you're looking for a better way to handle emails & calendar, April lets you talk through them while you drive, walk, or get moving - a simple change that turns busywork into progress.