My friend... I was like you. I had over 9,000 messages in my inboxes. Plural.
I am currently doing inbox zero for both my personal and professional inboxes. That means that on a daily basis I hit zero messages in my inbox.
But alas, during a recent upheaval in my personal life, I let this go for my personal inbox for a while. Then I reinstated it. So the memory of how I did that is fresh in my mind, and I have the opportunity to share that with you.
Inbox zero is not a new idea, but everyone has their own ways of staying there. What follows is my own bag of tricks.
How to transition to inbox zero
1. Set aside an hour or more, just this once, to skim through the last 7 days of email and act on anything important. Important is defined as "if you don't reply to it today something bad will happen." Otherwise... no. Ignore it for now.
2. "Archive" everything. Absolutely everything. Hit "select all" and "archive," not delete. (*) This gets you around the anxiety of Maybe Deleting Something Important. You're not, you're just archiving it, okay? You can search for it later if you really want to.
(If you are not using gmail, fix that, or use something else which offers an "archive" button just as good and convenient.)
Instantly, you are in a much better position to act on the next truly important email that arrives in your life. But you can do better than that. Here's how I stay there on a daily basis.
How to stay at inbox zero
1. Once a day, sit down to do your "inbox zero," as described below. Make this a good time. You've got your coffee and a few minutes before you have to dash off; interruptions are as minimal as you can make them.
If this is your work inbox, just take the time. Your coworkers want you to be on top of your email. (**) If this is your personal inbox and you're a stay-at-home parent, I sympathize with the level of interruption you're dealing with, but again, it's an investment in you that your family ideally will willingly make.
2. Every time you get an email from a mailing list, political cause, etc., either read it right now, delete it on the spot, or unsubscribe. If you are disinclined to read it now, during your designated email time... what do you think the chances are you'll read it, ever? Absolutely friggin' zero. Unsubscribe. Every time you unsubscribe an angel gets its wings.
3. Every email should be replied to, forwarded to someone who can better handle it, acted on right now, deleted, archived for reference, or turned into a TO-DO.
Hint: if there is any extra information you need before you can act on the email, reply and ask for it and hit "archive!" That thread is gone from your inbox until they reply. You've just bought yourself one day, in most cases, before you have to do anything with this again. If the other party never replies, it was not important to them either. And you have documentation of that. You're the responsible one. Move on.
Most things can either be acted on right now, during your inbox zero time, or are unlikely to get done ever, and keeping them around is pointless. The exceptions... the reasonable tasks that take multiple days to complete or require something you won't have until later... belong on your TO-DO list.
4. Do not use your email inbox as a TO-DO list. You need a separate TO-DO list. Paper works surprisingly well, but there are innumerable TO-DO list apps. Even gmail has a little built-in TO-DO list feature tucked away. It's a choice on the "GMail" menu at upper left. There are third-party mobile apps that can work with it, too.
Hint: you can create a simple TO-DO, then archive the message, and search for it later when you need the details to act on the TO-DO item.
I also use calendar reminders in my phone for time-sensitive TO-DOs.
5. If you really, sincerely get emails you don't have to act on right now but would love to read later, create a "read later" folder for fun and edifying things only and move those messages there. This is not for actionable stuff. Actionable stuff, you should act on right now, or create a TO-DO. It is your cookie jar of cool things to read when you feel like it, not guilt trips you really must read. Those... you read. Right now. Or you don't mean it and you should archive them and move on with your life.
6. Accept that you're going to archive some things that turn out to be important later. It's OK. If it really matters to the other party more than you thought, they will ask about it again. In this case you are no worse off than you were before you got on top of your email world. And you're going to do this much less often than you did before.
7. When you get an email in the middle of the day... relax! You can reply to it now, and sometimes you should. But you could also just wait until tomorrow's inbox zero time. The absolute worst case is that you'll deal with it in one day. And that means you don't have to panic and jump on it right now.
Benefits of inbox zero
I hardly ever freak out when I get an email in the middle of the day, or at 3am for that matter. I never have that anxiety that comes from worrying that if I don't act on it this very millisecond, it will be lost forever in my inbox.
Instead I know that I will act on it during my daily inbox zero time.
My friends and coworkers took a little time to adjust to this "once a day" rhythm, but they like it soooo much better than the old "sometimes miraculous, sometimes totally unreliable" Tom.
My anxiety level has dropped because I know I'm responsible. I don't think I'm on top of my shit, I know I am.
And I really like not being a flake.
Plus: bragging rights.
(*) With gmail, "select all" will initially select the current page's worth of messages, but there's a little prompt asking if you want to select all the messages in your inbox. Yes! You do!
(**) Yes, I have the luxury of a job where my coworkers behave rationally, and you may not. My condolences. But I still think this will probably be a net positive for you in terms of Not Getting Fired, as compared to being 6 months behind on email.