Why Does Tech Coaching Focus on Email Management and Organisation?

Why Business Owners Struggle to Manage Their Inbox

Tech coaching focuses on email management because most professionals waste 15.5 hours per week dealing with emails (Prosperity Media, 2025) — nearly two working days lost every week.

Without a clear system, emails pile up, important tasks slip through the cracks, and you waste time searching for information instead of getting things done.

How much of your week disappears into checking, sorting, and responding to emails?

It’s not just frustrating — it’s exhausting.

But this isn’t about simply tidying up your inbox.

You need a sustainable system — one that saves time, reduces stress, and ensures you never miss an important message again.

The Cost of Poor Email Management

How Much Time Are You Really Losing to Email?

Email overload is a huge drain on your time and productivity.

When you don’t have an effective system — one that works for you — it’s going to take you longer to manage the 120 emails the average professional receives each and every day (Email List Verify, 2024).

Not to mention the 200 unread items typically sitting in the inbox before the day has even started (Tech Jury, 2024), waiting to be dealt with.

The average professional spends just over three hours per day managing emails. 

Now, think about that in real terms.

If you charge £50 per hour, that’s £775 lost every week just from checking and responding to emails.

Over the course of a year?

That’s a £40,000 loss — all because of a disorganised inbox.

And that’s just the tip of the iceberg.

Not only are you losing hours every week — as you wade through the treacle of your inbox — you’re potentially losing other things, too.

If your inbox is constantly overflowing, how many important emails are slipping through the cracks?

How much time do you waste searching for emails, chasing follow-ups, or getting distracted every time you check your inbox.

How to Solve a Problem Like Email Management

What are Your Options?

If email is taking over your day, you have a choice — carry on as you are, or fix it properly.

Some options might seem like a quick fix, but not all of them solve the problem for good.

1. Bury Your Head in the Sand

You could ignore the problem and hope it gets better on its own.

But let’s be honest — it won’t.

Your inbox will keep growing — the overwhelm will get worse — and the cycle will repeat itself.

2. Struggle to Fix It Alone

You could attempt to sort it yourself, watching video tutorials and testing different methods.

But if that was going to work, wouldn’t you have done it already?

The real issue isn’t just knowing what to do — it’s about having a system that actually works for you.

3. Hire a Virtual Assistant (VA)

You could outsource your inbox to a VA and let someone else handle it.

That might sound like the simplest option — but it may not be the best long-term fix.

A VA will cost anywhere from £20 to £40 per hour, meaning you could be paying hundreds every month just to keep your inbox under control.

Even if a VA does a great job at setting up a system for managing your emails, this approach may not be the best way for you to manage emails yourself.

As you’ll have delegated the job, you may not get as involved as you need to in developing your solution for managing your emails. As a result, you may not fully understand how it all works yourself.

And if your VA ever leaves or you can’t afford their services anymore, you’ll be back where you started — with an inbox you don’t know how to manage.

4. Work with a Tech Coach

The smartest solution? Learn how to manage email properly, so you’re in control — not stuck relying on others.

A Tech Coach helps you develop an email system that works for you, while giving you the skills to manage your inbox efficiently.

Learn how to organise and automate your emails to cut down daily admin.

Gain control over filters, folders, and workflows that keep your inbox structured.

Build an approach that’s sustainable and tailored to your needs.

And if you still want a VA later?

You’ll already have a system in place — meaning you can instruct them on how to manage emails your way.

In the long run, you’ll save time and money because you won’t need a VA for as many hours.

Still Not Sure?

Think about how many hours you currently spend on email. If you’re like the statistical average,  you’re probably spending over three hours per day on emails — that’s 15+ hours every week lost on email management.

Hiring a VA might seem easier, but that’s an ongoing cost for something you could manage in less time with the right system.

And if you think you don’t have time to fix your inbox? The reality is — you don’t have time not to.

What a Tech Coach Actually Does to Help You Manage Your Emails

Most people assume email management is just about tidying up — deleting old messages, setting up a few folders, and trying to stay on top of things.

But if it were that simple — you wouldn’t still be drowning in emails, right?

A Tech Coach helps you go beyond basic organisation — building a system that works for you and making sure you know how to maintain it.

Here’s a quick overview of the process your Tech Coach will typically follow:

Step 1: Identify What’s Not Working

Before you can fix your inbox, you need to know why it’s out of control in the first place.

Are you:

• Drowning in emails and struggling to keep up?

• Wasting time searching for old messages?

• Missing follow-ups and losing track of client conversations?

• Spending hours sorting emails manually?

A Tech Coach helps you spot the real problem — so you don’t just deal with the symptoms, but fix the root cause.

Step 2: Set Up an Email System That Works for You

Most people manage their inbox reactively — checking, sorting, and responding as emails arrive. But that’s exactly what keeps you stuck in the cycle of email overwhelm.

Instead, a Tech Coach helps you take control with a structured, automated approach.

You’ll learn how to:

• Create a folder (or label) structure that actually makes sense for your workflow.

• Use automation tools like rules and filters to reduce manual sorting.

• Unsubscribe from non-essential emails — so your inbox isn’t clogged with noise.

• Batch process your emails at set times — so you’re not constantly distracted.

With the right setup, you won’t need to keep checking your inbox all day — because important emails will already be where they need to be.

Step 3: Teach You How to Maintain It

The biggest mistake people make with email management?

They spend time doing a big declutter — then go straight back to old habits and wonder why it keeps ending up in a mess.

A Tech Coach doesn’t just help you fix your inbox once, they teach you how to keep it under control — permanently.

You’ll learn:

• How to stop emails from piling up again.

• How to manage emails in less time — without missing anything important.

• How to set boundaries so clients and colleagues stop expecting instant replies.

Once you know how to manage your inbox efficiently, email becomes a tool, not a distraction.

The Tools and Strategies a Tech Coach Recommends

When it comes to managing emails efficiently, the right habits and systems matter far more than switching to a new email app.

Many people think that a fancy tool will solve their email problems — but without the right approach, it’s putting lipstick on a pig.

A Tech Coach helps you develop a workflow that works for you, so you spend less time managing emails and more time running your business.

How to Organise Emails Effectively

Your inbox isn’t a to-do list — if you treat it like one, you’ll always feel like you’re behind.

A Tech Coach will help you design a folder system that keeps your inbox clear and makes finding emails easy.

1. Action-Based Folders

Instead of leaving emails in your inbox, move them into folders based on what action is needed:

• To Reply — For emails that need a response but aren’t urgent.

• Waiting for Response — To track emails you’re expecting a reply to.

• Reference — For important information you need to keep but don’t need to act on.

2. Setup Filters and Rules to Group Low-Priority Emails for Batch Processing Later

Your inbox shouldn’t be filled with low-priority emails that can wait.

A Tech Coach will help you:

• Create a folder for similar, low-priority emails, such as receipts and invoices, routine requests, or newsletters you can deal with later.

• Set fixed times to process low-priority emails in batches, rather than checking them all day.

• Separate client emails from general marketing emails so important messages don’t get lost.

3. Unsubscribe From What You Don’t Need

One of the quickest ways to reduce inbox clutter is to stop emails from arriving in the first place:

• Unsubscribe from newsletters and marketing emails that don’t add value.

• Use another email address for subscriptions, keeping marketing emails out of your main inbox.

• Filter non-urgent emails straight to folders instead of your inbox.

4. Search vs. Manual Sorting

Instead of manually filing every email, use search tools to find what you need faster:

• Use search operators (e.g., “from:clientname” or “subject:invoice”) to filter results.

• Apply labels or tags instead of deep folder structures.

• Pin or star important emails rather than moving everything into subfolders.

Email Habits That Will Save You Hours Every Week

A Tech Coach doesn’t just help you clean up your inbox — they teach you better habits so you don’t have to constantly firefight emails.

1. Switch Off Email Notifications

Constant notifications interrupt your focus and make emails feel urgent when they’re not.

A Tech Coach will encourage you to:

• Turn off notifications for emails on all devices.

• Check emails at fixed times instead of reacting to every new message.

• Reduce time spent on emails by batching responses instead of dipping in and out.

2. Batch-Process Emails

Checking emails all day long is one of the biggest productivity killers.

Instead, a Tech Coach will help you:

• Set fixed times for email processing (e.g. twice a day).

• Group similar emails together (e.g. client emails, admin, marketing) to deal with them in bulk.

• Stop letting email dictate your schedule — focus on deep work first, then check email.

3. Control of Your Inbox — Don’t Let It Control You

Many email automation tools promise to "fix" your inbox, but they can actually make things worse by taking control away from you.

Instead of relying on AI-powered smart inboxes, a Tech Coach helps you:

• Create simple rules and filters that you control.

• Make decisions on what matters most, rather than letting “a robot” decide — and let’s face it, no one wants their life run by a robot!

• Develop sustainable habits, so managing emails feels easy, not overwhelming.

The Benefits of Fixing Your Email System Now

Most business owners don’t realise how much email stress is weighing them down — until they finally fix it.

When you have an effective email system, you don’t just save time. You gain clarity, control, and peace of mind.

Here’s what changes when your inbox is no longer running your day.

Less Stress, More Productivity

A cluttered inbox creates constant mental load — even when you’re not checking emails, you’re thinking about them.

By setting up a structured email system, you:

• Reduce inbox anxiety — no more worrying about lost or buried emails.

• Spend less time checking emails — because everything is exactly where it needs to be.

• Free up brain space — so you can focus on real work, not email firefighting.

Better Client Communication and Professionalism

If you’re constantly missing emails, responding late, or feeling overwhelmed, that doesn’t just affect you — it impacts your business.

With a solid email management approach in place, you can:

• Reply to clients faster — without scrambling through a cluttered inbox.

• Stay on top of follow-ups — so nothing falls through the cracks.

• Look more professional — by managing emails in a structured, timely way.

When clients and colleagues trust that you’ll respond efficiently, it strengthens relationships and makes you look more reliable.

Time-Saving Methods for a Growing Business

Right now, you might be managing a few dozen emails a day — but what happens when your business grows?

If you don’t fix your approach to managing emails now, you’ll struggle to cope as your business gets busier.

• Avoid bottlenecks — a scalable system means you won’t be drowning in emails as you take on more clients.

• Reduce the need for extra admin help — by streamlining your inbox, you may not even need to hire a VA.

• Spend your time where it matters — emails should support your business, not slow it down.

When you’re in control of your emails, growing your business becomes easier — because your inbox won’t be the thing holding you back.

Take Control of Your Inbox Today

If your inbox is stressing you out, eating your time, and making work harder than it needs to be, now is the time to fix it.

A Tech Coaching session gives you a clear plan to organise your inbox, build better email habits, and free up hours every week.

Struggling with email? Take action today — your future self will thank you.

Find out more about Tech Coaching. Book a free call with us.

References

Email List Verify (2024) How many emails do people receive per day? Available at: https://emaillistverify.com/blog/how-many-emails-people-receive (Accessed: 10 February 2025).

Prosperity Media (2025) How many emails are sent per day in 2025? Available at: https://prosperitymedia.com.au/how-many-emails-are-sent-per-day-in-2025/ (Accessed: 10 February 2025).

Tech Jury (2024) How many emails are sent per day? Available at: https://techjury.net/blog/how-many-emails-are-sent-per-day/ (Accessed: 10 February 2025).