The Inbox System That Changed Everything

Chloe Smith
Jul 29
4 min read

Logo for "Strategy Made Simple" featuring a minimalist plant design, emphasizing a streamlined approach to maximize efficiency and focus on core strengths.

Let’s be honest—email is out of control. If your inbox feels like a never-ending to-do list that’s running you, not the other way around, you’re not alone.

As small business owners, we wear all the hats. Between client work, admin, marketing, bookkeeping, and life outside of work, email can quickly become the monster that eats our time, focus, and sanity.

I get it—because I’ve been there. And so have my clients.

That’s why I want to share the simple inbox system that changed everything for me and the businesses I support. It's not magic, but it is manageable—and once you implement it, you’ll never look at your inbox the same way again. It’s scalable too! By implementing this early, you can avoid hiccups when your business suddenly booms.

First, Let’s Talk About the Problem - You don't have an inbox system!

If you’ve got:

300+ unread emails (and no idea what’s hiding in there)
An inbox doubling as a task list, reminder system, and stress-inducing clutter pile
Important client emails getting buried or replied to days later
A constant sense of “I’m behind”

…then it's time for a better system.

The System: 5 Folders + Daily Flow

Here’s what I teach and use myself. It’s designed to be quick, simple, and sustainable.

The Five Inbox Folders:

Action Today – Emails that need a reply/action today
Action This Week – Things that can wait a few days
Waiting On – Things you’re waiting for someone else to do or reply to
Archive – Everything you’ve dealt with
Resources – Anything to read, save, or reference later

This can always be expanded and/or refined if needed, but this is a great place to start!

The Daily Inbox Flow

You don’t need hours—just 10–15 minutes a day with a clear system. Here's how it works:

1. Process, Don’t Just Read

Start by opening your inbox and immediately sorting. Ask:

Does this need action today, this week, or not at all?
Am I waiting on someone?
Is it just for reference?

Move emails into the right folder. You’ll feel the fog start to lift.

2. Action by Folder, Not Chaos

Start your day by checking the Action Today folder. Do your replies or quick tasks. Then review Waiting On and send nudges if needed.

If you have extra time, scan the Action This Week folder for anything that’s becoming urgent.

No more bouncing between emails or getting stuck in reply rabbit holes.

Working on a laptop while enjoying a fresh cup of coffee at a cozy café.

How Gmail Makes It Easier (Google Workspace FTW)

If you’re using Google Workspace (which we highly recommend for small businesses), you’ve already got powerful tools at your fingertips to help this system flow.

Here’s how to make Gmail work for you:

Use Labels Instead of Folders

Gmail uses labels (which work like folders but better—you can add multiple labels to one email). Create the five labels:

Action Today
Action This Week
Waiting On
Resources
Archive

You can even color-code them for quick scanning.

Star, Snooze, and Pin

Use stars or importance markers to highlight high-priority items.
Snooze emails you can’t deal with right now—they’ll pop back at a time you choose.
In Gmail's Priority Inbox or Sections view, you can pin your Action Today label right at the top for quick access.

Filters to Auto-Sort

You can set up filters so recurring emails (like newsletters or system alerts) go straight to Resources or skip the inbox altogether. That way, you only see what matters most.

Search Like a Pro

With Gmail’s advanced search tools (like label:waiting-on or from:client@example.com), you can find exactly what you need in seconds—even in a mountain of messages.

Google Tasks + Gmail

Got an email that is a task? Click “Add to Tasks” in Gmail and set a due date. It’ll show up in your Google Calendar or Tasks app, right where you need it.

Why It Works (Even If You’re Busy)

✅ You’re not re-reading the same emails 10 times✅ You know exactly what to focus on today✅ Nothing important falls through the cracks✅ You spend less time in your inbox—and more time on what matters✅ Google Workspace tools make the system feel seamless

Real Talk: Systems Only Work If They’re Simple

At Strategy Made Simple, we’re all about making things easy, repeatable, and actually helpful in the day-to-day running of your business. This system isn’t about inbox zero or perfection—it’s about clarity and control.

It helps you run your business with intention, instead of reacting to your inbox all day long.

"Emphasizing the importance of streamlining, Chloe Smith highlights how it reflects a serious approach to business. Strategy Made Simple."

Ready to Try It?

Set up your Gmail labels, commit to the 15-minute daily flow, and give it a go for one week. You’ll be amazed at how much clearer your head (and inbox) feels.

Need help setting up your inbox system in Gmail or making the most of Google Workspace? That’s where we come in—Strategy Made Simple helps small biz owners create systems that work your way.

Over to you: You can start a Google Workspace account here! Start your 14-day trial today