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How to reach inbox zero using the four D's system
Executive overview
Most people carry hundreds of unread emails, missing messages and losing trust. The fix is a simple triage habit borrowed from how you handle physical mail.
Apply the four D's to every email: delete, delegate, deal with, or drag to a folder. Run this once or twice a day. Inbox ends at zero.
The four D's
- Delete — junk, irrelevant, no action needed
- Delegate — forward to the right person
- Deal with — read and respond immediately
- Drag to a folder — defer to the right time slot
Deferral folders and when to use them
- End of day — only open after 4pm
- End of week — only open Thursday or Friday
- Casual reading — review once a quarter
- Follow up — reminder to re-contact someone later
- Project folders — store already-processed emails by topic
How to run the system
- Triage email once or twice a day, not continuously
- An assistant can do the triage pass on your behalf
- Process every item in the inbox before closing; target is zero
- Scale applies: Starbucks executives handling 300–600 emails daily use this system
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