📬 Your Inbox is Not a To-Do List (Here’s What to Do Instead)

Let’s talk about email.

Specifically, let’s talk about how to stop your inbox from hijacking your entire day.

You know how this goes:
You open your inbox to send one email.
You get distracted by five unread messages.
Now you’re responding to things that aren’t even urgent.
An hour later? You still haven’t done what you meant to do.

And just like that, your deep work time is gone.

The Inbox That Wouldn’t Quit

For years, my inbox was like a petulant toddler. It wanted my attention constantly. It didn’t care what I was working on, how focused I was, or that I had a deadline to hit. The notifications were relentless, the unread messages were piling up, and before I knew it, I was drowning in emails that weren’t even important.

So I did what many people do—I tried to out-organize my email problem. I made fancy folders. I set up labels and rules. I color-coded things like I was running an air traffic control tower.

And you know what? It didn’t work.

Because the real problem wasn’t that my emails weren’t organized—it was that email was running my day instead of me deciding when (and how) I dealt with email.

So, I fixed it.

Instead of using my inbox as a task manager, I optimized it to work alongside my actual productivity system. And now? I can manage 11 inboxes without breaking a sweat.

My Email System: Spark + Notion + Meco

First, let’s talk about scale: I don’t just have one inbox—I have 11. (Yes, really.)

Between businesses, projects, and personal accounts, here’s what I manage:

• indieauthormagazine.com – All things IAM-related.

• atheniacreative.com – My consulting & automation projects.

• authorventuresllc.com – Author Nation communications.

• Personal accounts – Because life still happens outside of work.

• Project-based emails – Dedicated addresses for specific collaborations.

Why Spark? I use Spark instead of Gmail’s app (even though I have Gmail accounts) because it brings all my worlds into one place. I’m big on having a big-picture view of everything, and Spark’s unified inbox lets me see what actually needs my attention without bouncing between a dozen accounts like a caffeinated squirrel.

Enter Meco: I was drowning in newsletters and losing important conversations. My neurospicy brain would fixate on a newsletter, derailing my focus. Meco is a newsletter aggregator that moves your newsletters to a space built for reading, decluttering your inbox in seconds. Now, my main inbox only contains real, actionable emails—no clutter, no distractions. I check newsletters on the treadmill, not during work hours.

Nerd Alert: Information overload is a real thing, and notifications often contribute to declines in mental health. Constant exposure to information can lead to confusion, stress, and mental fatigue.

How I Learned to Batch Email Like a Pro

There was a time when I thought checking email constantly meant I was staying on top of things. Spoiler: it just meant I was always distracted.

My inbox felt like a relentless slot machine—every time I refreshed, there was a new “reward.” A new email! A new fire to put out! A new question I hadn’t anticipated! And the dopamine hit? Oh, it was real. But so was the constant state of low-grade stress.

So, I tried something different. I forced myself to batch-process email three times a day. That’s it. No exceptions. And you know what? My productivity skyrocketed, my mental load lightened, and—I kid you not—people started respecting my time more because I wasn’t always immediately available.

Here’s how I do it:

1️⃣ Mid-Morning (after Maker Time) – My mornings are sacred. I don’t touch email until after my deep work session is complete. No email before creativity. Period.

2️⃣ 1 PM (after meetings end) – This is my “check-in and respond” time. By this point, anything truly urgent has either resolved itself or escalated appropriately.

3️⃣ 4 PM (before I log off) – The final email sweep of the day. Anything that needs attention gets handled, snoozed, or delegated.

This one change alone gave me back hours every day. No more constant interruptions. No more inbox doomscrolling. Just controlled, intentional engagement with my email.

What I Don’t Do Anymore (And Why You Shouldn’t Either)

• I don’t check email first thing in the morning. The second I open my inbox, my priorities shift from “what I planned to do” to “what other people want from me.”

• I don’t let email decide my priorities. My time blocks, my calendar, and my tasks in Notion set my agenda—not a flood of incoming messages.

• I don’t check email at night. I close my laptop, and unless there’s a true emergency (which is rare), email waits until the next day.

If it’s truly urgent? They can call me. And guess what? They almost never do.

My Triage Method: How I Process Emails in Seconds

When I check email, I don’t just read them—I act on them immediately. Because if I don’t? That email turns into another mental tab left open, slowly draining my brain’s RAM.

I rely on Spark’s integration with Notion to turn emails into action. No more emailing myself reminders (we both know that doesn’t work). No more copy-pasting into a separate to-do list. Everything flows directly where it needs to go with a click.

Here’s how I make sure emails don’t just sit there, haunting me like an overdue library book:

If an Email Needs Action: It Goes to Notion Tasks

If an email needs action, I don’t let it loiter in my inbox like an awkward party guest. It goes straight into Notion Tasks. No exceptions. No “I’ll just leave this here to deal with later” (because we all know later never comes). If an email requires me to do something—whether it’s following up, making a decision, or sending something later—it goes straight to my Notion Task Inbox. No mental juggling. No “I’ll remember this later” (because let’s be honest, I won’t). From there, I can:

• Assign a due date

• Link it to a specific project

• Add notes or context

This ensures I don’t have random emails dictating my workflow. Instead, tasks live where they should—inside my actual productivity system.

If It’s Reference Material: It Goes to Notion Notes

Not every email needs a response, but some are worth keeping—contracts, decision threads, important resources. Instead of leaving them buried in my inbox, I file them directly into Notion Notes. That way, when I need to find that one email from three months ago (you know the one), I’m not scrolling through an abyss of “checking in” messages.

If It’s Not Urgent: It Gets Snoozed

If an email isn’t urgent but needs my attention later, I snooze it. This means it vanishes from my inbox until the exact moment I need to deal with it. No clutter. No getting distracted before I’m actually ready to tackle it.

The Two-Minute Rule: My Personal Inbox Jedi Trick

If it takes less than two minutes? I reply, archive, and move on—like an inbox ninja. No hesitation. No “just checking one more time before sending” nonsense. Just pure, efficient email domination. My golden rule: If I can reply in under two minutes, I do it immediately. Then I archive it and move on. No second-guessing. No re-reading the same email five times before responding.

✅ Why This Works:

• Tasks don’t get buried in my inbox

• I’m not keeping everything in my head (bad idea, trust me)

• My email isn’t a to-do list—it’s just a tool that feeds into my actual productivity system

PARA & GTD: Why This Keeps Me Sane

This system aligns with PARA (Projects, Areas, Resources, Archives) and GTD (Getting Things Done) because:

• Tasks live in Projects (not floating in email limbo)

• Resources live in Notes (so I can find them instantly)

• Archives keep things clean (so I’m not hoarding emails “just in case”)

By combining Spark’s integrations with PARA & GTD, I’ve stopped letting email dictate my day. Now, it’s just another tool that works for me—not the other way around.

Why I Don’t Use Spark’s Built-In Calendar

I gave Spark’s calendar a fair shot—I wanted to love it. But after a few frustrating weeks of wrestling with it, I had to break up with it.

Here’s the deal:

• It doesn’t handle Google Calendar invites well. (And if you’ve ever had to manually forward a calendar event to yourself just to get it to show up correctly, you know that’s a dealbreaker.)

• It doesn’t integrate smoothly with my task-based workflow, which is non-negotiable for how I manage my time.

Instead, I use Notion’s Calendar, and here’s why it’s a game-changer for me:

• It keeps my tasks in front of me, right where I need them. When I’m in my Maker blocks (writing, creating, deep work), I don’t want to dig through separate apps to see what’s due. And when I’m in Manager mode (meetings, admin, emails), I need my schedule and action items in one place. Notion lets me link tasks directly to my calendar so nothing slips through the cracks.

• It centralizes everything. No bouncing between apps. No hunting for Zoom links. No forgetting what a meeting was actually about. If I have a call, I can attach notes, documents, or a running task list directly to that event.

• It keeps my workflow consistent. My tasks live in Notion, my projects live in Notion, my reference materials live in Notion. Having my calendar live there too? Just makes sense.

Your Action Steps This Week

If you’re tired of email running your life, here’s what to do next:

✅ Try email batching. Set three times a day to check email and stick to them. No more all-day inbox refreshes.

✅ Snooze emails that aren’t urgent. Use Spark (or whatever email app you like) to make sure emails show up when you are ready for them, not when they demand attention.

✅ Connect your inbox to your task manager. If you’re manually copying tasks from email to a to-do list, integrate them instead—your future self will thank you.

📅 Paid subscribers: Don’t forget, I host office hours every Thursday at 10 AM. Need help setting up your email automations? Want to see my Notion system in action? Come hang out.

📥 Also, you can download my automation recipes for free—including Spark to Notion workflows, snoozed email reminders, and meeting note transcriptions.

Get Your Automations Here

Hit reply and tell me: What’s your biggest email frustration? I guarantee there’s an automation for that.

Until next week—keep automating so email doesn’t run your life. 🚀