How to Start Where You Are: 3 Gentle And Super Effective Ways to Reclaim Your Inbox, Time & Energy
There’s something about an overflowing inbox that can feel paralysing. Thousands of unread messages staring back at you. Decisions waiting to be made. Even thinking about where to begin can feel… impossible.
You’re not alone in this. In fact, 67 percent of people say their inbox makes them feel overwhelmed. When everything is sitting in front of you, it’s not just digital clutter. It’s mental clutter. Hundreds (sometimes thousands) of tiny open loops asking for attention - all at once.
Thankfully, there’s a much simpler place to begin.
You don’t need to overhaul your systems overnight.
You just need a fresh start - a clear slate - and a few gentle guardrails to keep things flowing.
Here’s how to begin 👇
1️⃣ Create a Fresh Slate (& stop drowning in decisions)
The most common mistake people make is trying to sort through thousands of emails one by one. That’s not decluttering - that’s digital self-torture.
Instead, give yourself permission to start fresh.
Create a new folder called something like:
Inbox Archive – [Today’s Date] (e.g. Inbox Archive – October 2025)Select all the emails currently sitting in your inbox.
Move them into this new folder.
That’s it.
You haven’t deleted anything; you’ve simply cleared the visual and mental noise.
Your inbox is now a blank canvas - free of the weight that’s been holding your focus hostage.
Later, if you want to revisit old messages, you can. But for now, you’ve bought yourself clarity. You’ve created space to begin again.
2️⃣ Keep It Simple (& stay in sight)
Here’s the truth: most “fancy” email systems look beautiful on paper… and collapse in real life.
I’ve tested alot of them - the colour-coded folders, the Reply/Action/Read methods - and honestly? They tend to create more friction than flow.
Once an email disappears from view, it’s usually gone for good.
So here’s what actually works - both for me and for many of the women I work with:
Keep emails in your inbox until they’re actioned.
Schedule a set time each week to move through them top-to-bottom.
Pin or flag anything that still needs love or input.
Once it’s done, archive it (no “Done” folder needed).
That’s it. No complicated labels. No guilt. Just clean, simple flow.
The search bar is your best friend - it replaces the need for endless folders.
The only exception in my opinion? Financial records.
Bills, invoices, and receipts deserve their own little home (for tax time sanity).
Outside of that - archive or delete.
The goal isn’t perfection. It’s staying connected to what works for you.
3️⃣ Decide Ahead of Time (& honour your energy)
An organised inbox means nothing if you live inside it. And if you’ve been avoiding it altogether - you’re in good company (but let’s change that today).
So before you tidy another folder, decide when, how, and where you’ll engage with messages - and communicate that clearly.
Because boundaries aren’t walls - they’re containers that protect your energy, time, and focus.
They’re also a gift to the people on the other side. Clear boundaries show others how and when to reach you - and might just remind them that it’s safe to set their own, too.
Step 1: Choose Your Inbox Rhythm
Find a rhythm that feels natural - not forced.
For example:
⏰ A quick 20-minute tidy at the end of each day
💌 Two focused sessions each week (say, Tuesdays + Fridays)
☕ Or a mid-morning check-in after you’ve done your most important work
There’s no “right” answer. The key is to decide ahead of time and then honour it like an appointment with yourself.
Step 2: Acknowledge Your Existing Commitments
If you already have response agreements, make sure your boundaries support them.
For example:
Mentorship clients who receive replies within 48 hours
1:1 clients who message you via WhatsApp between 9 a.m.–5 p.m., Monday–Friday
This isn’t about creating distance - it’s about creating clarity.
Step 3: Redirect New Enquiries
Think about what new clients or potential collaborators might be reaching out for:
Curious about services? → Link to your FAQ or Services page
Want to collaborate? → Point them to your contact form
General questions? → Send them to your Instagram highlights or “Start Here” page
This not only saves time but also positions you as the calm, collected professional you are.
Step 4: Communicate It Clearly
Here’s a simple, warm template to adapt:
Email Template 👇
Hi there,
Thanks so much for getting in touch!
I currently check emails on [insert days/times], and you’ll hear back from me as soon as possible within those windows.
If your message relates to [specific service/project], you can often find quick answers here: [insert link].
For existing clients, replies will be within [insert timeframe].
If you’re part of [mentorship or program], please continue messaging me via [WhatsApp, Slack, etc.] between [hours/days].
I appreciate your patience and look forward to connecting soon.
Warmly,
[Your Name]
Step 5: Remember Why It Matters
Research shows most people spend around 28 percent of their workday managing email - that’s more than two hours every single day.
Setting boundaries isn’t indulgent; it’s one of the kindest, smartest productivity tools you have.
This one small act can change everything. It tells others what to expect and tells your nervous system it’s safe to focus (and rest).
💌 The Inbox Boundary Builder (Prompt)
Want to make this even easier?
Copy and paste this prompt into your favourite writing tool or ChatGPT and let it draft the first version for you. Then tweak it until it sounds exactly like you.
Inbox Boundary Builder Prompt 👇
“Help me create a warm, professional autoresponder that reflects my communication style and honours my boundaries.
Here’s what you need to know:
I check my inbox [how often and when].
My current clients expect replies within [timeframe].
I use [other platforms like WhatsApp, Slack, Voxer] for [specific clients] during [hours].
New clients often reach out about [topics]. Please direct them to [links/pages].
My tone is best described as [friendly, grounded, calm, playful, etc.].
Sign off with [preferred closing].
Please write my autoresponder and a short reminder paragraph for my website’s contact page that matches this boundary.”
✨ Final Thoughts
Reclaiming your inbox isn’t about control; it’s about clarity. When you start fresh, simplify your systems, and decide ahead of time, you create more than an organised inbox - you create energetic order.
Your inbox becomes a place of calm, not chaos.
A reflection of how you want to feel in your business and life.
Over to You
How does your inbox feel right now - heavy, cluttered, calm, clear?
What’s one gentle action you could take today to reclaim your attention and energy?
Start where you are, and let that be enough.
Hey, I’m Catherine!
I’m here for the women doing business differently -
building something beautiful without burning out.
Here, you’ll find simple systems, soulful structure, and a softer way to scale.
