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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Exclusive: Melanie Fiona On Making High-Vibrational Music & Saying Yes To Partnership
Melanie Fiona is back! After taking a little more than a decade-long hiatus, she has officially made her return to music and blessed us with two singles, “Say Yes” and “I Choose You.” While both singles are very different from each other, they both reflect who she is today and the type of music she wants to make. In our conversation, the mom of two expressed what she learned during her time away.
“It's interesting, even when I said it is like coming back, I don't ever feel like I really left because I was always still performing. I've still been public. It's not like I went into being this recluse person or version of myself, but the thing that I really learned in this process is that I think things take time,” Melanie says in a xoNecole exclusive.
“I think often we're so caught up in it, being on the timing of demand or popularity, or, like, striking while the iron is hot and the thing that I've learned is that everything is on God's time. That's it. Every time I thought I would have been ready, or, like, things were taking too long, I had to reship some things, personally, professionally, in my life. I also gave myself permission to make a living, not just make a living, but make a life for myself.”
Making a life for herself included getting married to Grammy-nominated songwriter Jared Cotter, starting a family, and embracing new landscapes, such as podcasting as a co-host of The Mama’s Den podcast. She also began doing more spiritual work and self-care practices like meditation, sound healing, Reiki, acupuncture, and boundary setting, which allowed her to get in touch with her inner voice.
“I wasn't putting out music, and I wasn't experiencing a number one record, but I was being a number one mom,” she says.
“I was experiencing things that were allowing me to heal and get in touch with myself so that I could make new music from a space of joy and freedom, and excitement again because I definitely feel like I did lose some excitement because of just politics and industry and what it can do to your mental health and even your physical health. So giving myself the space to really just say, ‘Hey, it's okay. Everything's right on time.’”
The joy and excitement are felt in one of two new singles, “I Choose You,” which is more of a lovers rock vibe, a tribute to Melanie’s Caribbean roots. While the Grammy award-winner is known for ballads like “It Kills Me” and “Fool For You,” she is becoming more intentional about the music she makes, calling it high-vibrational music. She says her music is a “reflection of my life,” as it captures every facet, from hanging out with friends to riding around in her car.
“Say Yes” has the classic R&B vibe Melanie is known for. However, both songs are inspired by her relationship. Melanie and Jared got married in December 2020, and the Toronto-bred artist dished on their relationship. Fun fact: he is featured in the “Say Yes” music video.
“When we first started dating, I had come into that relationship post a lot of self-work. I had gotten out of a long-term relationship, I had a year and a half to date and be by myself and do a lot of work on myself alone. And when we met, I remember feeling like this has to be my person because I feel it,” she says.
“And so when we went into that relationship, and we started dating, I was very clear. I was like, I know what I want. I'm very clear on what I need, and I'm not going to withhold my truth about myself in this process because of pride or fear of rejection. I know you love me, but I'm coming with my heart in my hand to let you know that if we're gonna get there, we have to put fear aside and say yes. So that was kind of like my open letter to him, which is why the video is us having a conversation.”
Melanie also shares that saying yes to her partner has empowered her in many ways, including motherhood and showing up for herself. Her new EP, also titled Say Yes, will be available at the top of 2025.
Check out the full interview below.
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Meet The Black Woman Behind Cynthia Erivo's 'Wicked' Nails
Almost two weeks later, Wicked is still on everyone's lips. The high-grossing film stars Cynthia Erivo and Ariana Grande as Elphaba and Glinda, as their characters, tell a story about race and acceptance. However, what has captured audiences on and off the screen are Cynthia's and Ariana's looks as they play on their characters' styles.
Ariana, like her character Glinda, is often dressed in pink, and Cynthia, much like Elphaba, is covered in green. But what also has many people talking is the British actress' nails. Her nails are often long, blingy, and, of course, green. Many TikTok girlies are even doing their own versions of Elphaba's nails. But there's one person to thank for the green nail mania: Shea Osei.
The London-based nail artist has been working with the Wicked actress since she was 16 and shared all the tea on her epic nail styles with Unbothered UK.
Here what she said.
Shea On Elphaba's Nails Being The First Thing We See Before Seeing The Character
I was ecstatic. I was happy. It was just great to see my craft, my artistry just out there, not just nationally but globally.
Shea On Elphaba's Nails Representing Her Character Development
When we started with the first [nail] look, we chose nice, subtle green ombre nails that show who she is but a calm, chilled-out version of Elphaba. As she grew into herself, became more confident, and found herself, she was more like, yes, this is me, I’m Elphaba, I am who I am, and her nails became more daring. In the salon scene, when she had a transformation, her nails were, one, longer and two, they were more daring. There are many close-ups of Elphaba’s hands in the film, where you see her nails, and you see the difference in what they were [at the start of the film], so I feel like that helps to tell the story.
Shea On Elphaba's Nails Representing Black Womanhood
Yes, it was 100%. And I feel like, yes, the nails represented Black womanhood but also just being yourself. I just feel like the nails represented Cynthia as if to say, ‘I'm Black and I can be a Black witch’. This is who I am. And also, I can have braids and they can be done in any kind of way and can still be styled however is needed. I think we saw, if I'm correct, three or four different braid styles in the movie. Sim Camps, who styled the braids, did an amazing job — there would be mornings when she would be making sure the braids were intact and looked amazing on camera. So, yeah, definitely the braids were an ode to Black culture and the nails were 100% like, yes, we're doing it.
Shea On Seeing The Fan Recreation On TikTok
Yes, I have! If you are going to the salon and you want to recreate Elphaba's nails and let's say, you're going for the nails after the salon scene, where she just gets a fresh set, I would say ask for a plain black base and then ask if they have green foils to stick it on top to give that green effect. Then apply a shiny top coat. And it looks insane! The green ombre is more complicated with colours mixed to give it a green earthy colour.
Shea On The Importance Of Expressing Yourself Through Nail Art, Despite Some Criticism
We love it and don't want anyone to change. Let's look at athletes such as Flo-Jo, remember her nails? Now we have ShaCarri Richardson and her nails are always long and she's always got nice designs [on them]. It’s also Black people, not only Black women — because if you look at athletes that are men that make sure they get their nails painted as well. A$AP Rocky gets his nails painted. It's just so good to see that our culture is so colourful and also so inviting. It’s not only Black people that can have these kinds of nails, anyone can have them. I’m glad we can be the inspiration to everybody and they can draw bits of our culture and add it to theirs.
I like the fact that Cynthia is able to go out of there into the world and still be authentically herself. She hasn't changed for anything or anyone. This is how I am. I like my nails like this, my nail techs love doing my nails like this.
I'm over the moon that Cynthia can go out and still have her nails how she wants to. [Cynthia’s nails] has been a topic this entire Wicked press tour. Everyone will ask Cynthia about her nails in every interview and I love that. I love it because that's who she is. And if you see her you'll see that she's always got her nails done and she’s always got some banging heels on. Even on her down days, she’s always dressed. That's just how she is.
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