The Inbox Zero method: how to work quickly and efficiently

We apply an Inbox Zero method for both our members’ inboxes and our EA inboxes, with the exception of certain member preferences. Taking strong ownership of these inboxes is crucial to staying well-informed and ahead of tasks. The Inbox Zero method helps you stay organized, keeps inboxes clear, reduces stress, increases productivity and efficiency, and contributes to better time management.

Processing inboxes AM/PM

At Public Support Remote, some EAs work for multiple members simultaneously. Time management and prioritization are an important part of the work. You must carefully organize which inbox you process and when. For example, starting with the simpler/faster inboxes first, or conversely, the larger/more complex ones. Some members prefer their inbox to be processed at a specific time. We ensure that we process the inboxes by 11:00 AM at the latest and at the end of the day between 4:00 PM and 6:00 PM. Some inboxes require an additional check in between.

Marking emails as unread

It is important to mark emails as unread while processing inboxes. This way, you can see which emails the member still needs to read. In some cases, you can set this as an additional setting. However, you can also easily mark an email as unread manually.

Archiving emails

We never delete our members’ emails; we only archive them. This ensures that emails can always be retrieved. We move emails to the ‘Done’ folder or to the archive folder.

Unsubscribing from emails

Many of our members are subscribed to numerous unnecessary newsletters. In practice, we see that 2 or 3 favorite newsletters are more than enough, as most of these emails go unread. Emails that are not relevant for our member to receive in their inbox(es) can be filtered, unsubscribed, and archived. Additionally, we critically assess whether there is someone else within the team for whom it makes more sense to receive certain emails.

Reading emails (threads)

A good assistant stays informed about both their members and their companies. We understand the importance of key contacts and prioritize subjects effectively. We can distinguish spam from important emails. Reading emails thoroughly is essential: it ensures we are up to date on ongoing matters, member responses, and communication styles. This allows us to proactively determine what we as an EA can handle and what is actually an action point for our member.

Key contacts

We are always aware of our members’ key contacts. This will always change over time. By knowing which contacts and emails are important, you can act proactively by prioritizing emails and requests and informing our member about specific incoming emails.

Curious to learn more?

Looking for a remote position as an executive assistant where you truly make an impact? Then Public Support Remote is your match. You will work fully remotely and communicate directly with boards, management, entrepreneurs, or C-level executives. Ready for the next step in your career? Please contact our recruiters.