Step 1: Reduce the amount of traffic to your inbox.

• In this step, you'll know how to reduce the amount of traffic your inbox receives by up to 80%.
   
• Getting rid of the non-relevant subscriptions and newsletters will lessen the number of emails you receive in a day.
  • This irrelevant traffic still consumes a small amount of your time.
     
• To do this (saying you're using Gmail as your email provider), do the following steps:
  • Click on the gear icon located on your upper right-hand corner (just below your picture).
     
  • Select "Settings".
     
  • Click on the "Filters and blocked addresses" among the tabs.
     
  • Select "Create a new filter".
     
  • On the pop-up window, fill-out the field "Includes the words" with the word "unsubscribe" (because most newsletters and subscription have the unsubscribe option on their emails).
     
  • Click "Create filter".
     
  • Select your desired action. On Andy's example, he selected "Skip the Inbox (Archive it)" option.
     
  • Click on the tick box beside "Apply the label:" and select "Choose label..." button.
     
  • Select "New label...".
     
  • Name it as "subscription" and hit the "Create" button.
     
  • Do not forget to also tick the box beside the "Also apply filter to matching conversations" options.
     
  • Finally, hit on "Create filter" button.
     
• Do not worry about missing out on those filtered emails. You could simply scan them by going to your "subscriptions" label (seen on the left side of the screen).

Step 2: Establish your strategy, process, and mindset to maintain your Inbox Zero status.

• Most people use email to store data.
  • When new emails come in, first thing a person would normally do is to deal with the urgent ones first.
     
  • The other ones that are left will eventually accumulate and this leads to inbox overload.
     
• Follow the Inbox Zero rules to establish your mindset.
  • Only look at emails twice a day.
    • Reduce your time.
       
    • Avoid converting emails into conversations.
       
    • Avoid checking your emails first thing in the morning.
       
    • When you do this, people will get used to your routine.
       
  • Two Minute Rule: Do It or Move It
    • This rule sets a limit of time that you can spend on an email (two minutes for each).
       
    • If you figured you can't answer an email within two minutes, that's the time that you transfer it to your project management tool to be taken care of.
       
  • Deal with it once, action or archive.
     
  • Archive, Don't Delete
     
• Maximize your project management tools and CRM by integrating them in your email via addons.
   
• To have a more organized look in your mailbox, follow these steps:
  • Click the gear icon again and hit "Settings".
     
  • Go to "Advanced" tab.
     
  • Toggle the "Enable" option beside "Auto-advance" feature. Do not forget to hit "Save".
     
  • Once done, move to the "General" tabs and scroll down.
     
  • Find the "Auto-advance" section and toggle the option "Go to the next (newer) conversation)".
     
  • Also, make sure that the "Show "Send & Archive" button in reply" option is enabled beside the "Send and Archive" section.
     
• Remember to always start down the bottom item of your inbox.
   
• Archive the items you're done dealing with.
   
• Just by doing this process, you'll reduce your time dealing with emails by 4-5 hours a week.
   
• When dealing with appointments, Andy has a way of securing appointments in just one click.