Why Email is a time suck – and how to have an Inspired Inbox!

Let’s talk about email—the digital tether that keeps you perpetually within arm’s reach of your inbox. That little ding, buzz, or red notification dot that hijacks your attention, pulls you away from high-value work, and leaves you feeling productive but ultimately drained. Sound familiar? You’re not alone.?

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The average professional checks their phone 150 times a day (yikes!) and spends an average of 3.6 hours in their inbox. That’s more than 12 hours a week—624 hours a year—lost to a task that rarely drives real progress. What could you do with that time? Close more business, deepen relationships, refine your strategy, or, dare I say, actually enjoy a moment of breathing room??

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But let’s be clear: email is not the enemy. The way we allow it to run our day is. The good news? You control the velocity of your inbox. (Check out a conversation we recently had with members about this very thing!).?

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Urgent vs. Important: The Email Trap? ?

One of the biggest traps we fall into is the illusion of urgency. We convince ourselves that responding to emails in real time is productive—that it proves our responsiveness and dedication. But what it actually does is reinforce a culture of constant availability rather than intentional accessibility. And there’s a difference.? ?

• Being available means you’re on call, all the time. It keeps you in reactive mode, constantly shifting between tasks, draining your focus and energy.?

• Being accessible means clients and colleagues can reach you on your terms—with guardrails protecting your time, energy, and focus.?

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One of the best ways to demonstrate your value to clients isn’t through instantaneous responses—it’s by showing them you’re focused on higher-value work that benefits them in the long run.? ?

High Performers Manage Their Time—Not Their Inbox?

I talk about this a lot with advisors and firm leaders: If you don’t own your time, someone else will. And the biggest culprit? Your inbox.?

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When we coach high-performing advisors, one of the first things we do is audit their time. More often than not, they’re drowning in reactive tasks—email, meetings, follow-ups—leaving little room for strategic thinking, business growth, or even their own well-being.?

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My client, Michael Kitces, is obsessive about his email and time management because he understands the value of his time and work. Cal Newport, author of Deep Work, advocates for reducing “shallow work” (like email) in favor of deep, uninterrupted focus sessions. These strategies aren’t just for productivity gurus—they’re essential for financial advisors who want to scale without burnout.?

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So, how do you regain control of your inbox and reclaim your time??

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3 Simple Shifts to Change Your Inbox Game? ?

1. Batch It: Control When You Check Email?

Your inbox should work on your schedule—not the other way around. Instead of reacting to every notification, batch your email into designated time slots. For example, 10:00 a.m. and 4:00 p.m. Outside of those times? Shut it down. No notifications. No “quick peeks.” Every time you switch tasks, you lose focus. Studies show it can take up to 23 minutes to refocus after a distraction. So, imagine what happens when your day is full of micro-disruptions from your inbox.?

? Coaching Tip: Set an autoresponder that says, “I check emails at 10 AM and 2 PM daily to maintain focus for my clients. If this is an urgent matter, please call the office so we can respond personally.”? Watch how quickly people adjust their expectations (and admire you in the process).? ?

1. Turn Off Push Notifications: Your Sanity Depends on It?

This is a game-changer. When your phone constantly dings, it trains your brain to anticipate interruptions. You’re caught in a cycle of compulsive checking, which kills deep focus. The solution? Turn off push notifications. Yes, all of them.?

If you’re worried about missing something urgent, create a system where critical messages come through another channel—like a direct call from your assistant or a flagged Slack message. But 99% of emails don’t require an immediate response.?

? Coaching Tip: If you struggle with this, use an app like SaneBox or RescueTime to block access to email during deep work periods.?

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1. Use the 2-Minute Rule: Process, Don’t Procrastinate?

If an email takes less than two minutes to respond to, do it immediately. Otherwise, set it aside for later—either in a specific folder or as a task in your project management system. This keeps your inbox from becoming a never-ending to-do list that clutters your mind and stalls your productivity.? ?

Coaching Tip: Set up email templates for common responses so you’re not rewriting the same messages multiple times a day.?

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The Real Payoff: More Time, More Growth, More Freedom? ?

If you start implementing even one of these strategies, you’ll see a difference. But when you layer them together? That’s where the magic happens.?

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Think about it:?

• What if you could reclaim 15 hours a week from email??

• What if you spent that time having deeper conversations with clients??

• What if you could focus on working ON your business instead of just IN it???

Your clients don’t hire you to answer emails at lightning speed. They hire you for your expertise, insight, and ability to guide them through complex financial decisions.?

The more you protect your time, the more valuable you become—to your clients, your team, and yourself.?

Your Challenge: Take the First Step?

This week, I challenge you to shift the velocity of email in your favor.?

• If you’re always reacting? Try batching your email time.?

• If you’re drowning in notifications? Turn them off.?

• If your inbox is your to-do list? Use the 2-minute rule and start processing, not procrastinating.?

Try just one of these strategies and notice the difference.?

Here’s to a week of less inbox, more impact.?

No limits,?

Stephanie?

P.S. When you master this, email feels like a tool—not a tyrant. You've got this.?

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