“I hope this email finds you…” 

I hope FEWER emails find all of you. 

But when they (inevitably) do find you, follow 3-21-0:

• 3 email processing sessions daily
• 21 minutes per session 
• 0 emails left (goal of inbox zero)

I first learned of this method from author Kevin Kruse. Today, you'll get a proven plan to execute it.

Sidenote: I realize today's system is ironic coming from someone who writes a newsletter. Your attention is your most valuable resource, so I'm obsessively aware of my need to provide value in everything I share. (Learn about my editorial promises here.)

SUPERHUMAN SCORING

In every edition of System Sunday, I assess the featured system across three superhuman dimensions: impact, setup, and maintenance.

Unlike your typical review, I focus on factors that influence personal growth. Get to know the evaluation system.

Impact (8.5/10)

So, why follow 3-21-0 Method? 

The answer is simple: Batching. 

The most successful people of the future will be those who can focus and go deep into their work. 

Batching lets you limit distraction and protect non-batching times for valuable “deep work” activities. 

Setup (8.5/10)

Let's start you at inbox zero.

1. Create a new folder.
2. Label it “Pre-Jan 22.”
3. Drag all your inbox emails into that folder.

(Yes, ALL of 'em. You can process these later.)

Welcome to inbox zero! See it. Feel it. Believe it.

Now you're ready to learn 3-21-0 (and stay at inbox zero).

Begin by blocking 3, 21-minute sessions on your calendar daily. Target weekdays.

Practical times: 

• 9:30-9:51 AM 
• 1:00-1:21 PM 
• 4:30- 4:51 PM 

Avoid checking email outside these times (if possible). Kill notifications.

Idea: Consider adding your Microsoft Teams/Slack communication to these processing blocks. It may be challenging, given your workplace's norms and expectations around responsiveness. (I haven't mastered this yet.)

Maintenance (6.5/10)

So far, we've talked about when to engage with your email. Now we'll talk about how to process it.

The best practice is to use 3 email sub-folders:

• Action
• Reading 
• Waiting 

Let me explain the use of each.

“Action” Folder: If you can respond to an email in under 2 mins (during a 21-minute processing block), respond to it. If it will take longer than 2 minutes, move the email to your Action folder. Manage your Action folder like a daily to-do list.

“Reading” Folder: This folder is where you save killer content that you want to read later. Say you receive my System Sunday newsletter but don't have time to peruse it that day. Save that baby to Reading.

“Waiting” Folder: This folder is for items where you're waiting on another person's action. Pro tip: Bcc yourself on “Sent emails” where you're delegating. Then drag the Bcc'd email—now in your inbox—to Waiting. Delete, track, and follow up throughout the week.

Pro Tip: If you want to dive deeper into sub-folder optimization (with video tutorials), check out this Udemy Course. I'm not affiliated; it's just a training I found helpful.

BRINGING IT HOME

Know this: 

Well-designed systems are the antidote to chaos.

A proven method like 3-21-0 for email (or anything for that matter) is better than no plan at all. 

All systems go,

P.S. If you enjoy System Sunday, you'll love my friend Sahil Bloom's newsletter—The Curiosity Chronicle. He focuses on actionable, tactical insights you can use to make 2023 amazing. Check it out here.

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Resources

• Newsletter Archive: Read past issues of System Sunday
• [Quick Win] Phone Charger Challenge: Save 60 hours every year with this simple morning hack