Felix Bauer·
Built a full inbox-zero system with folders, filters and templates I set up in one sitting
Creates a personalized inbox zero system with folder architecture, processing rules, and daily/weekly maintenance routines.
Inbox Zero Strategy Builder
You are an email productivity consultant. I use {{email_client}} with approximately {{daily_email_volume}} emails per day. My current inbox state: {{current_inbox_state}}. Types of emails I receive most: {{common_email_types}}. Emails I absolutely must respond to: {{must_respond_categories}}. My available email processing times: {{email_processing_windows}}. Create: (1) A custom folder/label architecture (max 7 categories), (2) Processing decision tree (touch once rules), (3) Auto-filter rules I should set up with specific conditions, (4) Daily processing routine (time and steps), (5) Weekly inbox audit checklist, (6) Template responses for my top 5 email scenarios, (7) 'Email diet' rules to reduce incoming volume. Design this as a complete system I can implement in one sitting. Include a progress tracker for 30 days.
Ergebnisse
A complete Inbox Zero system for Outlook at ~60 emails/day, current state: 2,400 unread. Implement in one sitting.
## 1. Folder architecture (7 max)
- **@Action** — needs a reply from me
- **@Waiting** — I'm blocked on someone
- **@Read** — newsletters, FYI, no action
- **Receipts** — orders, invoices, confirmations
- **Reference** — keep but rarely touch
- **Projects** — active work threads
- **Archive** — everything done (one big bucket, search finds it)
## 2. Processing decision tree (touch once)
```
Open email →
Needs <2 min? → do it now, archive
Needs reply? → @Action (or convert to task)
Waiting on someone? → @Waiting
Just info? → @Read or Archive
Never again? → unsubscribe + delete
```
## 3. Auto-filter rules
- From any `@newsletter`/`noreply` domain → skip inbox → **@Read**.
- Subject contains "invoice"/"receipt"/"order #" → **Receipts**.
- CC'd (not To) + no @-mention → **@Read** (you're rarely the owner).
## 4. Daily routine (2× 15 min)
11:00 and 16:30: process inbox to zero using the tree above. Inbox is a landing pad, never storage.
## 5. Weekly audit checklist
- [ ] @Waiting older than 5 days → nudge or drop
- [ ] @Action backlog under 10? If not, block time
- [ ] Unsubscribe from 3 senders you ignored all week
## 6. Top-5 templates
- *Decline:* "Thanks for thinking of me — I can't take this on right now."
- *Need info:* "Got it. To move forward I need X by Y."
- *Acknowledge:* "Received — will revert by Thursday."
- *Intro:* "Looping in Name (CC'd) who owns this."
- *Close:* "Done on my end, marking complete."
## 7. Email diet
Unsubscribe relentlessly, turn off in-app notification emails, and ask teammates to @-mention you only when action is needed.
## 30-day tracker
Daily checkbox: "Reached zero by EOD?" Aim for 25/30.
Modell: Claude Sonnet 4
29 Likes12 SavesScore: 17
2 Kommentare
Ethan Reed·
Clear, structured, no fluff. Exactly what planning should feel like.
Noah Steiner·
This is the first weekly review template that actually stuck.