How to Manage Email Stress and Find More Peace in Your Day

If checking your email feels more like a burden than a breeze, you're not alone. For many of us, the constant pings and endless threads can turn what should be a simple task into a significant source of stress. In fact, a 2021 survey by Superhuman and Wakefield Research found that over two-thirds of remote workers would prefer a daily commute over dealing with fewer emails and notifications.

While it might not be possible to cut email out of your life entirely, you can certainly make it less stressful. Here are seven effective ways to manage email anxiety and create healthier boundaries with your inbox.

1. Set a Schedule

One of the best ways to reduce email stress is to limit how often you check your inbox. According to Marsha Brown, PhD, a psychologist specializing in stress and mental health, most people check their email 20 to 30 times a day. Instead, try reducing this to three set times say 10 a.m., 1 p.m., and 4 p.m.

• Why It Works: Constantly checking your email interrupts productivity and increases anxiety. Setting specific times helps you focus on other tasks without the pull of unread messages.

• Pro Tip: If your job requires more frequent checks, still set boundaries by sticking to scheduled times, even if they're more frequent.

2. Limit Notifications

Email notifications can feel like an alarm bell, prompting immediate attention. Instead, try "batching" your emails, where messages only appear at certain times.

• Try This: Apps like Boomerang (compatible with Gmail and Outlook) let you receive emails in batches, helping to reduce the constant flow of notifications.

• Advanced Tip: If you struggle with "fear of missing out" (FOMO) when notifications are off, use your phone’s "Do Not Disturb" mode. You can set it for specific times or even particular locations to create focus-friendly environments.

3. Avoid Email During Non-Work Hours

Starting and ending your day with email is a fast track to burnout. According to Dr. Brown, checking your email first thing in the morning or right before bed sets you up for stress.

• Morning Tip: Give yourself at least 30 minutes to an hour before diving into your inbox. Use this time to focus on a relaxing morning routine instead.

• Evening Tip: Avoid checking your email in bed to help your mind wind down properly, leading to better sleep and a more peaceful night.

4. Identify the Source of Your Stress

If your email triggers stress, try to identify what exactly is causing it. Are there specific senders, types of messages, or particular situations that make you uneasy?

• Signs of Email Stress: Biting your nails, fidgeting, feeling nauseous, or having a dry mouth can all indicate email-related anxiety.

• How to Address It: Once you pinpoint the source, take action. This could mean speaking with a team member, setting clearer expectations, or finding ways to disconnect when needed.

5. Take Short Breaks From Your Screen

When email anxiety starts to build, a quick break can help. Dr. Brown suggests a "Five-Minute Reset" to clear your mind and reduce stress.

Reset Ideas:

• Take deep breaths or practice a short meditation.

• Make a cup of tea or stretch your legs.

• Play a quick game or do a logic puzzle to shift your focus.

• Listen to relaxing music or a favorite playlist.

6. Avoid Responding When Anxious or Angry

Responding to emails while stressed can lead to miscommunication or saying things you might regret.

• The 1-Hour Rule: If an email sparks anxiety or anger, wait an hour before replying. If you’re still upset, it’s okay to hold off until the next day.

• Consider a Call: If writing feels too overwhelming, suggest a quick call instead. It can sometimes resolve issues faster and with less pressure.

7. Unsubscribe From Unnecessary Emails

A cluttered inbox can increase stress and make it difficult to focus on what truly matters. If promotional emails or newsletters you never read are filling your inbox, it might be time to unsubscribe.

Helpful Tools:

• Clean Email: This app can send unsubscribe requests on your behalf and block persistent senders. It works with platforms like Gmail, Yahoo, Outlook, and more.

• Gmail Unsubscribe: A free Chrome plugin that automatically unsubscribes you from unwanted mailing lists and keeps track of what you've removed.

The Bottom Line

Email is a crucial part of our professional and personal lives, but it doesn’t have to be a source of stress. By setting boundaries, managing notifications, and taking intentional breaks, you can take back control of your inbox and your mental well-being.

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