The Email Hack That Saves Me 10+ Hours a Week (And How You Can Use It Too)
Samantha Lee-Bapty
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The Secret Productivity Weapon No One Talks About. Your inbox can be your worst enemy. It drags you into an endless loop of responding, flagging, following up, and wasting time on things that don’t move the needle. Meanwhile, you’re constantly playing catch-up, wondering why there aren’t enough hours in the day. Now imagine this: every morning, you check your inbox and find only the emails that actually matter. Everything else? Already handled. No stress. No wasted hours. That’s the power of a Virtual Assistant (VA), and if you’re not using one yet, you’re leaving money, time, and business growth on the table.
Scale Faster, Work Less, and Win More Deals—Without Getting Buried in Emails
The Problem: Your Inbox Is Killing Your Business
Most professionals treat email like a productivity tool, but in reality, it’s a productivity trap. Studies show that the average professional spends 11 hours per week managing emails. That’s an entire workday lost to reading, sorting, and responding to things that could have been handled by someone else. And let’s not forget the mental exhaustion. Every time you switch from deep work to checking emails, you lose momentum. It’s like trying to sprint while carrying a sandbag—you’ll never move as fast as you should.
Yet, when it comes to hiring help, people hesitate. “I don’t trust anyone with my emails.” “No one can do it like I do.” “It’s just easier to do it myself.” Sound familiar? This mindset is exactly why businesses stall and careers plateau.
The Solution: Outsourcing Email Management to a Virtual Assistant
A skilled Virtual Assistant isn’t just an email sorter. They’re a productivity multiplier. With the right setup, they filter the noise, respond to routine inquiries, escalate only the most important messages, and even draft replies in your tone and style.
Think about this: what if you only had to check five to ten critical emails per day instead of a hundred? What if meetings were scheduled without you lifting a finger? What if follow-ups happened automatically? That’s what a high-level VA does.
How to Set Up a Virtual Assistant for Maximum Productivity
To set up a virtual assistant for maximum productivity, start by defining your priorities and outlining clear expectations. Next, communicate your goals effectively and provide the necessary tools for the job. Then, focus on establishing streamlined workflows and optimising processes to save time. By taking these steps, you’ll create a strong foundation for a highly productive working relationship with your VA.
Step 1: Identify Where Your Time Is Wasted
Take a week to audit your inbox. Track how many emails actually require your expertise versus how many could be handled by someone else. You’ll likely find that 60-70% of your emails don’t need your direct attention. Once you see the time sink, it becomes easier to delegate.
Step 2: Hire the Right Virtual Assistant
Your VA isn’t just an admin assistant; they are your email gatekeeper. Look for someone who understands business communication, can match your writing style, and has a proactive mindset. A VA with industry experience will be able to handle client inquiries, prioritize emails, and even anticipate what’s important before you see it.
Step 3: Set Up Inbox Rules and Filters
Work with your VA to create a structured inbox system. Set filters that route emails into categories such as "Urgent," "Follow-Up," and "FYI." This means that by the time you check your inbox, everything is already organized and action-ready.
Step 4: Create Response Templates
A great VA won’t just forward emails—they’ll respond on your behalf. Set up pre-approved templates for common inquiries, introductions, and scheduling requests. This keeps communication smooth and professional while maintaining consistency.
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Step 5: Implement a Daily Summary Email
Instead of checking your inbox all day, your VA sends you a single, streamlined daily summary. It includes:
This means you only spend 15-20 minutes per day on email, rather than hours of scattered interruptions.
Why This Is a Game-Changer for Business and Life
Delegating email isn’t just about saving time—it’s about unlocking higher-level work and scaling faster. When you’re not buried in emails, you can focus on closing deals, building relationships, and strategizing. Instead of drowning in admin work, you spend your energy where it actually generates revenue.
The benefits go beyond business. Less email stress means better mental clarity, fewer late nights, and more free time to spend on personal growth, family, and things that actually make you happy.
Why You Haven’t Done This Yet (And Why You Must)
Maybe you think it’s too expensive. But let’s break it down: if you bill at $100/hour and spend 10 hours a week on email, that’s $4,000/month lost to non-revenue work. Hiring a VA costs a fraction of that, and the ROI is immediate.
Maybe you don’t trust someone else with your emails. But the best executives don’t manage their own inboxes. They trust smart systems and skilled people to handle the details so they can focus on the big picture.
Your Next Steps to Freedom
You Have Two Choices
You can keep wasting hours every day in your inbox, stuck in the endless grind of admin work. Or you can delegate, automate, and scale like the top 1% of professionals. The choice is yours. But if you’re serious about growth, wealth, and work-life balance, the answer is clear: hire a Virtual Assistant and take your time back.
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