Email communications are a normal part of business, but sometimes, the threads, constant updates, and other notifications can get the best of us. I looked up one day and found that I had a whopping 4,000 emails in my inbox, and that was just one of them. It can seem overwhelming to purge when you think you might need something for later, want to be sure you're replying to the correct thread, or want to have the ammunition you need to politely read someone who keeps trying to check you about something you'd already done.
So how do you get organized, get from under the stress, and take back the time you've spent constantly responding to requests, deleting emails to get more storage, or managing alerts? Here are a few tips that have helped me:
1. Categorize your emails and set filters so that it's easier to manage your inbox.
I only keep emails that require immediate action or follow-ups in my "Starred" category (Google) and move others to other categories. I'll also flag emails so that I have a visual of those I need to address either within a day to 72 hours. I've often found myself trying to answer every single email as soon as one comes in, even if I'm in the middle of another task or even if it's not urgent. That practice left me always feeling frustrated. It was as if I didn't have enough time in the day to do any real work.
Now, I categorize emails based on the sender, nature of the task, or department with the tools I have at my fingertips, and Google and Outlook both offer these options. You can also adjust filter settings to send emails to certain categories when they have certain words in the subject line or come from particular senders. (Here's a great how-to on creating filters and how to choose what works best for you.)
I'm also now big on the "immediate delete and decline" method where, if the subject line seems spammy, includes weird misspelled words, or is addressed to the wrong company or person, is something I know for sure I'm just not interested in, I immediately trash it. (You can always go back in your Trash inbox and restore it, but after 15 years of being an editor, I've become a master at this. Nine times out of 10, it was trash or a total waste of my time even reading.)
2. Schedule time to purge.
Before you get any more overwhelmed, schedule a purge day that's on your calendar. Add alerts and reminders if you need to. I had those 4,000 emails because I hadn't purged since 2017, so take my word for it: Start purging tuh-day. Block out time weekly or monthly to look through all the categories and get rid of email threads that are no longer relevant, that detail a project that's done, or that indicate deadlines that have long passed. Also, get rid of those inter-office gossip threads or everyday conversations you might have had with your work bestie.
If the email thread is more than one year old, consider getting rid of it. (If this is a work inbox, get to know your company's policies on record-keeping, information privacy, and document filing before doing this. If personal, go ham.)
Set a timer for taking care of a few emails or one category at a time so that you don't further overwhelm yourself sitting at a computer for hours deleting or archiving things.
Put those photos or graphic files on a USP zip or hard drive or, if you trust it, a cloud. (And be sure to have folders so that won't become yet another disorganized abyss that has you searching through for hours to find a photo from 2009---or is that just me?)
3. Turn off unnecessary notifications and unsubscribe from newsletters you don't even read.
The notifications were really a problem. I'd set up notifications for almost every chat platform every one of my clients or companies I worked with used, and it became not only annoying but also took over my inbox. Think to yourself, "Do I really need to get email notifications for Slack updates, or should I just download the app? Do I need to be notified every time I spend $1 on a candy bar, or should I just download my banking app or check my statement bi-weekly?"
Turn off the notifications settings for updates on any and everything that's not really urgent or for things that you could find other ways to stay on top of.
And if you're really not into those newsletters from every online store you shop at or your favorite R&B star, they need to go, too. Unsubscribe or simply bookmark important stories from their websites, follow their social handles, or invest in an RSS reader.
4. Set up a time limit for keeping old emails.
Google has an option (and so do others) where you can set a 30-day deletion limit on emails, and this is perfect for someone like me who hoards digital files. You can set it for emails that are a minimum of 30 days old, and they'll immediately go to your Trash inbox after the time you set.
5. Email templates are your saving grace, so create and use them.
Everyone's talking about AI writing research papers, responding to comments, and creating Instagram captions. Well sis, you are the AI in this process. Pre-written messages that you can simply send with the click of a button are the move.
If it's a process that will always require the same answer, something that uses the same communication steps, or it's a message that can apply to multiple things or for multiple situations, create a template. Google, Outlook, and many other information management platforms offer this option. You simply create one message that can be used consistently and save the template for when you need it.
A good time to use these is in response to frequently asked questions, when onboarding or welcoming new team members, sending emails regarding common practices or policies, or for sales pitches.
You can even create templates that are simple greetings, opening intros for when you're working with a new department or business partner, or for holiday greetings. Customize the names or applicable situations for each template before sending the emails out, and it'll save you a lot of time and brain energy. (And don't respond to every meeting request with just an email, by the way. Add your Calendly or other scheduling platform link.)
I often use templates for sending out invoices, hiring new writers, requesting to set up meetings, sending deadline reminders, or addressing process issues with folks who can't seem to follow directions. (Hey, why stress myself out? I simply send a pre-written step-by-step and call it a day.)
Taking a few steps today to organize your inbox and automate how you use it can save a lot of stress and wasted time cleaning up later.
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Adrian Marcel On Purpose, Sacrifice, And The 'Signs Of Life'
In this week's episode of xoMAN, host Kiara Walker talked with R&B artist Adrian Marcel, who opened up, full of heart and authenticity, about his personal evolution. He discussed his days transitioning from a young Bay Area singer on the come-up to becoming a grounded husband and father of four.
With honesty and introspection, Marcel reflected on how life, love, and loss have shaped the man he is today.
On ‘Life’s Subtle Signals’
Much of the conversation centered around purpose, sacrifice, and listening to life’s subtle signals. “I think that you really have to pay attention to the signs of life,” Marcel said. “Because as much as we need to make money, we are not necessarily on this Earth for that sole purpose, you know what I mean?” While he acknowledged his ambitions, adding, “that is not me saying at all I’m not trying to ball out,” he emphasized that fulfillment goes deeper.
“We are here to be happy. We are here [to] fulfill a purpose that we are put on here for.”
On Passion vs. Survival
Adrian spoke candidly about the tension between passion and survival, describing how hardship can sometimes point us away from misaligned paths. “If you find it’s constantly hurting you… that’s telling you something. That’s telling you that you’re going outside of your purpose.”
Marcel’s path hasn’t been without detours. A promising athlete in his youth, he recalled, “Early on in my career, I was still doing sports… I was good… I had a scholarship.” An injury changed everything. “My femur broke. Hence why I always say, you know, I’m gonna keep you hip like a femur.” After the injury, he pivoted to explore other careers, including teaching and corporate jobs.
“It just did not get me—even with any success that happened in anything—those times, back then, I was so unhappy. And you know, to a different degree. Like not just like, ‘I really want to be a singer so that’s why I’m unhappy.’ Nah, it was like, it was not fulfilling me in any form or fashion.”
On Connection Between Pursuing Music & Fatherhood
He recalled performing old-school songs at age 12 to impress girls, then his father challenged him: “You can lie to these girls all you want, but you're really just lying to yourself. You ain't growing.” That push led him to the piano—and eventually, to his truth. “Music is my love,” Marcel affirmed. “I wouldn’t be a happy husband if I was here trying to do anything else just to appease her [his wife].”
Want more real talk from xoMAN? Catch the full audio episodes every Tuesday on Spotify and Apple Podcasts, and don’t miss the full video drops every Wednesday on YouTube. Hit follow, subscribe, and stay tapped in.
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Colman Domingo’s Career Advice Is A Reminder That Our Words Shape Our Reality
When it comes to life, we are always here for a good reminder to shift our mindsets, and Colman Domingo just gave us one we didn't know we needed.
In a resurfaced clip from an appearance at NewFest shared as a repost via Micheaux Film Festival, the Emmy award winner dropped a gem on how he has navigated his decades-spanning career in Hollywood. The gem in question? Well, Colman has never identified with "struggle" in his career. Let that sit.
Colman Domingo On Not Claiming Struggle
"I’ve never said that this career was tough. I’ve never said it was difficult. I’ve never said it was hard," Colman said. "Other people would say that—‘oh, you're in a very difficult industry. It's very hard to get work and book work.’ I’m like, I’ve never believed that."
Instead of allowing himself to be defined by other people's projections about their perceptions of what the industry is or was, Colman dared to believe differently even if his reality was playing catch up with his dreams:
"Like Maya Angelou said words are things. And if you believe that, then that's actually what it is. Actually I've just never believed it. Someone told me some years ago, they said, 'I remember you were, you're a struggling actor.' I'm like, 'I don't.'"
"I wasn't attached to a struggle. I was attached to living..."
He continued:
"Even when I was bartending and hustling and not having opportunities or anything, I never believed that I was struggling because I wasn't attached to a struggle. I was attached to living and creating and being curious."
Colman’s philosophy of attaching to living instead of struggle has blossomed into an enduring career. He first made his mark on stage in acclaimed Broadway productions before transitioning to the screen, where his star began to rise in the 2010s following his role as Victor Strand in Fear The Walking Dead. From there, his presence only grew, landing memorable supporting roles in If Beale Street Could Talk, Ma Rainey’s Black Bottom, and the hit series Euphoria.
In more recent years, Colman has stepped fully into the spotlight with standout leading performances in Rustin and Sing Sing, both of which earned him widespread critical acclaim and Academy Award nominations for Best Actor.
With all that said, Colman's advice is no doubt powerful, especially for those who are chasing their dreams, building something from the ground up, or have question marks about what's next in their careers. Words shape our realities, and how we speak about our journeys even in passing matters.
Words Create Our Reality & Colman Is Living Proof
"I tell young people that. To remember the words that you say about yourself and your career are true. So, I choose to make it full of light and love and it's interesting and every day I'm going to learn something new even if it looks like I don't have what I want but it's important to be in the moment... you really build on the moments moment to moment.
"And you're looking back at your career as I've been in it for what 33 years and you're like, 'Wow, that's what I've been doing.' And I've stayed strong to that so I think that is truly my advice."
Let this be your sign to give your path a reframe. When the path you're on feels uncertain, the journey is still unfolding. Like Colman said: "I wasn't attached to a struggle. I was attached to living."
That's a Black king right there.
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