16d • Tools & Technology
Email Management Flowchart
Your inbox is a convenient organizing system for other people’s agendas—not yours.
If you treat every notification like an emergency, you will end every day feeling busy but accomplished nothing. The secret isn't typing faster; it's decision-making faster.
I use a simple logic flow called the "4 D's" to keep my inbox at zero (and my sanity intact):
🛑 Delete: If it’s not actionable/valuable, it’s gone. Ruthlessness is a virtue here.
⚡ Do: Does it take less than 2 minutes? clear it now. Don't let small tasks clog your brain.
🤝 Delegate: This is where most founders get stuck. If it takes >2 minutes and someone else can do it—send it to your team/VA.
🗓️ Defer: Important but time-consuming? It goes on the calendar, not the inbox.
The visual below maps out the exact split-second decisions needed to clear the noise.
Tell me: Which of the "4 D's" is the hardest for you to stick to? (I’m guessing it’s Delegate!) 👇
#productivityhacks #inboxzero #delegation #smallbusinessowner #entrepeneurlife #virtualassistant #workflowoptimization #sustainablebusiness
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Email Management Flowchart
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