Professionalism Starts in Your Inbox
We all get far too many emails. Most of us have multiple email addresses, and it is completely understandable to feel overwhelmed by it all. It is also understandable to miss an email—or ten. However, it is neither professional nor helpful to ignore emails to the point where you only respond after the third or fourth follow-up.
The reality is that email remains one of the most widely used forms of communication, especially in the business world. It is quick, efficient, and creates a permanent record of communication. Whether or not it is your preferred method, knowing how to manage your inbox is essential. When used well, email is not just a transactional tool—it is a way to build and maintain relationships.
Responding to emails in a timely manner signals to others that they matter. It shows that their questions, comments, or needs are a priority. I believe that every non-spam email deserves a response within one or two business days. Even if you cannot provide a complete answer right away, a brief acknowledgment goes a long way. A simple response such as, “Thank you for reaching out. I am currently working on other priorities and will follow up with the requested information by next week,” reassures the sender that their message was received and that you care about their needs.
One practical strategy is to set aside designated time each day specifically for checking and responding to email. Treat it like any other task on your daily to-do list. During that time, respond to as many messages as you reasonably can. For emails that require more thought or action, use the “snooze” feature so they resurface later, or create a calendar task and paste the email content into it. This ensures nothing slips through the cracks.
It is also important to keep your inbox relatively clean. Frankly, I do not know how some people function with hundreds of unorganized emails sitting in their inbox. Emails can be categorized, placed into folders for future reference, and even color-coded. If you have never experienced life with a clutter-free inbox, you are missing out. There is something incredibly refreshing about starting the day with an empty inbox. Delete what you no longer need, categorize emails that may be useful later, and archive those you are unsure about. I recommend making inbox cleanup one of the last tasks of your workday so you are not greeted by yesterday’s emails first thing in the morning.
Effectively managing your email will make you more productive and will positively influence how others perceive you. When people know they can expect timely responses, trust increases, and opportunities for collaboration are more likely to follow. You will also feel more confident knowing you can easily access and use emails that are properly organized and stored.
Email management may not seem like a topic that requires discussion or training, but we have all experienced the frustration of waiting for an important response with no idea when—or if—it will arrive. It happens far too often. We can do better. Like anything else, it simply requires intention and prioritization. And ultimately, managing email is not about the inbox at all—it is about respecting the person on the other end of the message.