Why I only check email 3 times daily

Hey there,

Your inbox shouldn't be holding your family hostage.

I used to be that sales leader who lived in their inbox – constantly checking, responding, and drowning in the endless flood of messages. I knew something had to change. That's when I developed the Decision Diamond system, which has helped me reclaim 2-3 hours daily on average.

Today, I'm sharing my exact framework for breaking free from email prison. Here's what we'll cover:

• The four-path system that eliminates email decision fatigue

• How to set up your inbox for maximum efficiency

• The daily protocol that keeps you at inbox zero

3 Steps to Process 100+ Emails in 30 Minutes Even if You're Drowning in Messages

To break free from email chaos, you need a systematic approach that eliminates decision fatigue and creates clear actions.

Here's how to implement the Decision Diamond system:

Step 1: The Decision Diamond Framework

Every email must follow one of four paths:

• Delete

• Do

• Delegate

• Defer

For DELETE, be ruthless with emails that don't require action. Those "FYI" messages and irrelevant CCs? Gone in 10 seconds.

For DO, use the 2-minute rule: If it takes less than 2 minutes, handle it immediately. Quick approvals, meeting confirmations, and simple clarifications get knocked out on the spot.

For DELEGATE, spend 2 minutes max forwarding to the right person with clear expectations, deadlines, and context.*

For DEFER, move complex items requiring more thought to your REVIEW folder (more on that soon) or your task list (I use Todoist) for later, but never leave them in your inbox.

*Use a text expander like TextBlaze to create a shortcut to populate a template.

Ex: (I hit “/del” and the below automatically populates")

Task Overview:
	* Objective: [Clear outcome]
	* Deadline: [Date/Time]
	* Context: [relevant details]

Step 2: The Three-Folder System

Turn your inbox into a processing machine with three simple folders: MAIN INBOX, ACTION (needs response today), and REVIEW (for later consideration).

This structure ensures every email has a home outside your inbox. No more using your inbox as a to-do list or letting important items get buried.

Here’s how to set it up in less than 5 minutes.

Step 3: The Daily Protocol

Process emails only three times daily: 8:00 AM (heavy processing), 12:00 PM (quick check), and 4:30 PM (final cleanup).

Use Boomerang for Gmail/Outlook to pause your inbox to prevent constant interruptions. This isn't just about organization – it's about reclaiming your attention and time for what really matters.

That's it.

Here's what you learned today:

• The Decision Diamond framework eliminates email decision fatigue

• A three-folder system keeps your inbox at zero

• Processing emails just three times daily saves hours

Start with implementing the Decision Diamond framework tomorrow morning. Pick your three processing times now and stick to them. Your family will thank you.

Want to make this even easier? I've created a complete Decision Diamond Implementation Guide with email templates and setup instructions.

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