By Tricia Pothour, Ed.D., Assistant Dean of Enrollment Management, Graduate and Professional Programs, University of Iowa, Tippie College of Business, AACRAO SEM-EP Graduate
One of the hardest parts of being out of the office is coming back to a full inbox. Whether it’s after a vacation, a long weekend, or the annual AACRAO meeting, the volume can feel overwhelming.
I started to wonder how others manage, so I thought I’d share what works for me.
Sort-Sort-Sort
I always start by sorting my inbox by sender. This immediately creates structure and helps me focus.
I start by looking for emails from my supervisor and my direct reports. These messages often contain time-sensitive requests, decisions, or information that affects the team’s daily work. Addressing them first ensures I’m responsive where it matters most and prevents important emails from getting buried under newsletters or automated messages.
After sorting by sender, I may sort by subject or date to spot recurring threads, new big projects, or deadlines. The goal isn’t perfection from this sorting, but to gain a better understanding of how full the inbox really is.
The Two-Minute Rule
Once I start opening messages, I apply the two-minute rule. If reading and responding to the email takes less than two minutes, I do it right away.
This might include those emails that just need a quick yes/or answer; forwarding emails to the correct person; or those that have a standard response. Taking care of these emails gives me quick wins and makes catching up seem more manageable.
If responding takes more than two minutes, I don’t want it to slow me down. Instead of answering right away, I categorize it (see below) and move on.
Categories, Categories, Categories
Categories turn my inbox into a visual task list and allow me to get through it all without reading emails multiple times. Some of my most used categories are: Urgent; To Do; and It Can Wait. Every team member and recurring meeting has its own category too, where I can keep a running tally of items to add to the next agenda.
For me, the key is to use categories that make sense for how I work and tell me the urgency and time commitment needed to get it done.
Re-sort and Let the Categories Work
After I have scanned the inbox, replied to the easy ones, and put everything into categories, I re-sort by category. I named my categories so they naturally fall in an order that helps me. My urgent to-dos are listed as “AAA-URGENT,” so they always rise to the top. Those to-dos with flexible deadlines are “AA-To Do,” etc.
Finish with Folders
Once the email is done, I move it to the right folder. Almost always this means the email is resolved. Except for my “Read This When You Have Time” folder, which is for articles that look interesting yet aren’t urgent to read.
‘Bad Day’ Tip
I also have a folder called “Bad Day.” This is where I put any of those nice emails from students or colleagues thanking me or just telling me something positive. Sometimes you need to reflect on those positive messages to get through the tough times.
The goal here is organization, not about having an empty inbox. This system works to help me see priorities and stay productive. I can create structure, make quick decisions, and then let categories, sorting, and folders keep me on track. This is what works for me. If one idea helps you feel more in control of your inbox, that’s a win.
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