How CEOs Manage Their Inbox

Email Organization

Author

Millionaire Syrup
June 06, 2024

How CEOs Manage Their Inbox

Email Organization

Clone Yourself

One effective method is to "clone yourself" by delegating tasks to an assistant or team member. Have an assistant that handles most requests and teach them to filter and prioritize your emails. This way, you only focus on the ones that require your attention, allowing you to save time and be more productive.

To implement this approach, start by identifying tasks that can be delegated. Create a replacement ladder, which outlines the sequence of hiring and what each person will take off your plate. This way, you can gradually free up more of your time. Remember, the goal is not just to add capacity, but to buy back your time. By hiring the right people and empowering them to handle tasks, you can focus on high-value activities that drive your success.

No Go Zone

To truly manage your inbox like a CEO, you need to establish a rule for yourself: never touch an email that your assistant hasn't processed. This might seem like you're giving up control, but think of it as gaining control of your time. By handing over the keys to your inbox, you can regain control over your schedule. And to make this work, you need a system that efficiently routes every email to its proper destination.

So, delegate your inbox to your assistant and set up a system that directs each email to the right place. This way, you can focus on high-value tasks and let your assistant handle the rest.

Daily Admin Review
Managing your inbox involves a daily admin review where you sit down with your assistant and go over the key areas that need your attention. Firstly, you should review your list, which is a collection of ideas or tasks you've noted down for your assistant. By reviewing this list, you ensure that nothing is forgotten and everything is taken care of. Secondly, you should review your calendar. Unlike most people, you should review your calendar six weeks out to identify any conflicts, opportunities, or synergies that need to be addressed. It's important to ensure that all the details for upcoming meetings are complete, including confirming attendees' acceptance of the invite and verifying the meeting description. By conducting this daily admin review with your assistant, you stay on top of your tasks and ensure that nothing falls through the cracks.

Email GPS

Create a folder structure that acts like an "Email GPS" to help your assistant route 90% of your emails without your direct involvement.

First, create a folder labeled with your name. This folder is where your assistant will put emails for you to process. These could be personal matters or things you've specifically asked them to handle. Next, set up a "Review" folder. Your assistant will place items in this folder that you need to discuss during your daily meeting. This ensures that you're always involved in the decision-making process.

The “Respond" folder is if something lands in your inbox and you want your assistant to handle it, simply move it to the "Respond" folder. This serves as a lightweight way for you to delegate a task without needing to get on a phone call. Additionally, you can check the "Responded" folder at any time to review how your assistant has responded to emails on your behalf.

Lastly, create a "Waiting On" folder. This folder is where you can keep track of emails that you're waiting for a response on. It helps you stay organized and ensures that you don't miss any important follow-ups.

By implementing this folder structure, you'll empower your assistant to handle the majority of your emails, allowing you to focus on more strategic tasks.

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