The Psychology of Inbox Zero: Is It Worth It in a Hybrid World?
First off…it’s been over a year since I started this Substack! To my shame I completely missed the anniversary in early September. Thank you to everyone who has ready these articles over the past 12 months, and here’s to another year ahead of musings and insights, hopefully some useful, on the ins and outs of working in the brave new hybrid world.
Onwards…
So, Inbox Zero. I’ve banged on about it and made it sound like the holy grail of productivity, right? An empty inbox, free from the clutter of unread messages, pending tasks, and those sneaky “just checking in” emails. It promises peace of mind, control, and a sense of accomplishment. But, let’s be honest—how many of us have really achieved it? And how regularly? I was talking to a colleague the other day who was talking about the thousands of old newsletters in his inbox. Upon querying him as to why he didn’t just delete them, he looked at me surprised and said, “oh I don’t have time to be deleting emails!”
That made me wonder about Inbox Zero. As much as I continue to swear by it, in this post, I want to dive into the emotional and psychological impact of trying to reach and maintain Inbox Zero. Is it genuinely a productive goal? Or just another shiny badge we think we need but could actually live without?
The Emotional Rollercoaster of Email
First, let’s talk about the emotional toll of emails. I don't know about you, but email can often feel like a never-ending stream. You clear out 10 messages, feel triumphant, and then—bang—15 more pop in before lunch. It's the digital equivalent of bailing water out of a boat while it rains.
When we think of Inbox Zero, the promise is psychological clarity. You imagine yourself breathing easier, feeling lighter, and finally “on top” of things. The thought of no unread emails is appealing because it means there are no loose ends, no unattended to-dos. It’s like decluttering your mind.
But here’s the kicker: emails are never truly done. In reality, it’s more like reaching Inbox Zero for five minutes before the next flood hits. This can make the pursuit of a clear inbox feel more like a treadmill—constantly running but getting nowhere. It can be demoralising and exhausting, especially if you’re someone who thrives on achievement.
Hybrid Working Complicates Things
Now, toss hybrid working into the mix. Whether you’re working from home, from the office, or splitting your time between both, the line between personal and professional life blurs. Your inbox becomes the central hub of your day, managing everything from work updates to social invites to newsletters you forgot you subscribed to.
In a hybrid work environment, we’re already battling distractions. There’s the home office setup, family interruptions, and the constant urge to put the kettle on (again). The pressure to maintain Inbox Zero can add another layer of stress that we just don’t need.
What used to be a manageable task in a dedicated office space can suddenly feel overwhelming when you're working remotely. Clearing out your inbox on a quiet Tuesday at home while also juggling a video call, Teams messages, and the dog barking can feel like spinning plates. And frankly, one of them is going to drop.
Is Inbox Zero a Productivity Myth?
This brings us to the big question: Is Inbox Zero really worth it? In the hybrid world, where flexibility and adaptability are key, is it a waste of energy to aim for a perfectly cleared inbox?
Let’s break it down:
The illusion of control: One of the reasons we chase Inbox Zero is that it gives us a sense of control. We think that if our inbox is empty, then our work is under control too. But this is a mirage. Work doesn’t disappear when emails are gone; it just shifts to a different folder or tool.
Constant inflow: Emails are relentless. If you’re checking and deleting or archiving messages throughout the day, you’re spending a significant amount of time managing your inbox instead of working on meaningful tasks. Hybrid working means your inbox is likely receiving more messages than ever before—between team updates, asynchronous communication, and digital meetings, it's a flood. Trying to keep up can distract you from deep, focused work.
Emotional drain: Some studies have shown that obsessively checking your email or trying to clear your inbox multiple times a day can cause higher stress levels. The dopamine hit you get from marking an email as “read” is short-lived, and it sets you up to chase that reward over and over, rather than focusing on actual progress.
The Counterargument: Why It Might Be Worth It
Okay, I’ve just given Inbox Zero a bit of a kicking, but I’m definitely not abandoning it. The thing is, it’s not just about clearing out emails; it’s a mindset shift. It’s about staying organised and not letting things pile up.
If you’re someone who genuinely feels more in control when your inbox is totally empty, then Inbox Zero might work for you. Some argue that it's a powerful way to stop feeling overwhelmed, as it helps to prioritise what truly needs attention. When your inbox is tidy, you might find it easier to focus on what’s important, rather than being constantly distracted by unread messages piling up.
For people with specific job roles—like executives or project managers—the clarity that comes with Inbox Zero can be invaluable. You might have high-stakes communications coming in that need attention, and keeping your inbox clear helps you stay on top of things.
Finding a Balance
So, where does that leave us? If Inbox Zero is adding stress, but you still want some sense of email control, think about reducing how regularly you clean out your inbox. Start accepting that you’ll never truly “finish” your emails, but organise them in a way that makes you feel comfortable. It’s about finding peace with the chaos, rather than battling it.
Folders and filters: Set up automatic filters so that certain emails (like newsletters or non-urgent updates) go directly into folders. This reduces the number of distractions in your main inbox.
Time blocking: Instead of constantly checking emails, set designated times during the day to clear out your inbox. Maybe once in the morning, once after lunch, and once before you finish up for the day. This way, email doesn’t take over your entire workday.
Prioritising responses: Not every email needs an immediate response. Use flags or tags to mark important ones, and don’t be afraid to leave less critical emails for later. Accept that it’s okay to have a few unread emails left in your inbox—it doesn’t mean you’re failing.
Don’t interrupt deep work: If you’re focusing on something important, and emails have piled up, don’t stress. Keep your priorities straight. You can return to clear out the inbox when you have a moment.
Unsubscribe ruthlessly: You know that one newsletter you haven’t opened in months? Unsubscribe. It’s liberating, and saves you lots of future delete-key presses!
Final Thoughts
In the hybrid work world, maintaining a perfectly clear inbox can sometimes be more trouble than it’s worth. Instead of stressing about reaching literally zero, focus on creating a system that helps you manage your emails in a way that feels good to you. You want to feel in control of your workflow without letting email rule your day.
So, is Inbox Zero worth it? Yes, but only if it works for you. If not, there’s no shame in embracing a little digital chaos. After all, a few unread emails won’t stop you from getting your job done, right?