In the last article, we looked at why most digital systems still behave like paper – slow, manual, and full of friction. Now let’s get practical.

The inbox is where most people live every day, so it’s the best place to start rebuilding how you work.

You don’t need new software or plugins.
Most of you don’t even have the IT permissions to install them.
You only need a smarter workflow.

Step One: Centralise Your Inboxes

If you have multiple email addresses, add all of them to Outlook on your laptop or desktop.

Choose one account as your primary inbox.

Then, in each of your other accounts, create a simple rule so every incoming email copies into your primary inbox.
Do the same for sent items.

Now you only need to check one inbox and one calendar.

These rules only run while your laptop and Outlook are open — which is usually when you’re working anyway.

When you reply from your central inbox, Outlook automatically uses the correct sending address. No confusion, no missed messages.

This step alone removes a huge amount of mental clutter.
No more inbox switching.
No more missing invites because they landed in a different account.

Step Two: Build a Simple Folder System

Don’t create dozens of subfolders. Start with a short list that mirrors how you actually work:

Inbox
→ Project 1
→ Project 2
CC Only
Waiting On
Archive

Create a rule that sends any email where you are cc’d to the CC Only folder.
Check this once a day, most of those messages are for information only.

Everything else stays in your inbox until you touch it.

• When you handle an email, move it to the relevant Project folder.

• When it’s complete, move it to Archive.

• If you’re waiting on someone, move it to Waiting On.

Start simple. You can automate later once the structure feels natural.

Step Three: Aim for an Empty Inbox

Your inbox shouldn’t be your dashboard.
It should be your workspace – only showing what matters right now.

No distractions from yesterday.
No reminders of last week’s noise.

An empty inbox = a clear mind.

When your inbox is clear, you can focus on the real challenges facing your project today. That clarity is worth more than any productivity software you can buy

Step Four: Build the Habit

Spend five minutes at the end of each day clearing your inbox:

• Archive what’s done

• Move items waiting on others

• Check your CC folder

After a week, you’ll notice your focus improve.
After a month, you’ll wonder how you ever worked any other way.

I now have this entire process fully automated and it saves me at least ten hours every week.

You can get the same benefit manually starting today.

The Bigger Picture

Most people think they need new software to get organised.
What they actually need is a way of working that reduces friction and distraction.

This system works inside every organisation, costs nothing, and delivers immediate results.

At TMY Advisory, we’ve built advanced automations and AI integrations that take this exact system even further.

If you’re interested in streamlining your workflows and reclaiming time, reach out, let’s chat.

👉 Next: Simplify Your Filing & Collaboration Systems
How to fix folder chaos and version confusion using nothing more than smart naming conventions and basic metadata.