The Day I Took Control of My Email Inbox

TL;DR:

• Cluttered inbox was overwhelming.

• Inbox Zero Concept.

• Steps to Inbox Zero: unsubscribe, folders, scheduled checks, filters.

• Result: Less stress, more free time.

• Micro-courses coming soon at Advice FLS

Let's be honest and say that my inbox was a mess. As a group leader, I always tried to stay on top of things. But when it came to my emails? They were completely out of control. I had dozens of unread messages, with important ones hidden under a flood of unattended emails or newsletters. I constantly felt like I was missing something important.

The truth is, I didn’t even know that managing an inbox could be different. My colleagues and I were all in the same situation, answering hundreds of emails daily and always feeling behind. It wasn’t until I attended a workshop while I was in Sydney, Australia, that everything changed. ✨

The Moment of Change

During that workshop, I was introduced to the concept of Inbox Zero. Until then, I had never heard of it. The idea that you could clear your inbox and keep it that way was completely new to me. It wasn’t just about getting organized—it was about gaining extra time.

The workshop for non-scientists opened my 👀. For the first time, I saw a different way to manage emails—one that didn’t involve constant stress and anxiety. I left the workshop feeling inspired and determined to take control of my inbox.

The Steps I Took:

1. Unsubscribe like a boss: I spent an afternoon unsubscribing from newsletters and promotions. If it wasn’t directly helping me with my work or personal growth, it was out.

2. Prioritize with Folders: I created folders for key areas—Urgent, To-Do, and Follow-Up. Every new email was sorted immediately, keeping my main inbox clear.

3. Set Time Blocks: I started checking my email at specific times—morning, midday, and late afternoon. This simple change stopped the constant distraction and allowed me to focus on deep work.

4. Use Automations: filters and rules became my new best friends. Automated sorting saved me hours each week.

The Transformation

Reaching Inbox Zero didn’t just free up my inbox—it freed up my mind. I felt a renewed sense of clarity and control over my day. I was more productive, more focused, and, most importantly, more present in my work.

Adapting the Approach and Sharing the Journey

Over the years, I took what I learned from that workshop and tailored it to fit my needs as a scientist. I simplified the process, making it easier to follow and less time-consuming.

This experience motivated me to share what I’ve learned. That’s why I’m thrilled to announce my upcoming micro-courses, designed to help you achieve Inbox Zero just like I did. If you’re a scientist overwhelmed by emails, these short courses are for you.

Inbox Zero isn’t just a dream—it’s within reach! If you’re ready to stop feeling overwhelmed by your inbox, I invite you to subscribe the NexGen Scientists Newsletter  and stay tuned for more details on the micro-courses.

Thank you for taking the time to read my article.

If you found it helpful or inspiring, please consider sharing it with your network. Your share could make a difference for someone else struggling with their inbox. Let's help each other stay productive and stress-free! 💌

Cátia Moutinho