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As we all know, our inboxes have evolved into modern filing systems and, just like in the "old" days, they can get chaotic and out of control in no time. You try to control rogue inboxes, but for the most part messages are stored in folders that act as traps for everything (disorganized amalgamations of incoherent clutter, thank goodness for advanced search!).

Think about the benefits that an organized and logical filing system would mean for you: referencing emails you've received, searching for and viewing attachments again, decreasing scrolling time, and if you ever need someone to come in and look for something , you will be able to point them to the correct folder, instead of having to rummage through all your emails.

Now that you are eager to change your disorganized inboxes, here are some tips to help you on your way.

Inbox: Your inbox should be just that: an inbox, not a permanent storage folder by any means. Even if you have a "miscellaneous" file outside your inbox, keep your inbox neat and clean. If you receive emails on a topic that you are in the process of dealing with and are not ready to move them to a more permanent folder, create a "2do" folder outside your inbox, from there group the messages into subfolders.

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This is a great way to stay organized and an easy reference to see what you need to do.

How to use it: When you receive an email for an ongoing or upcoming task, create a folder in your "2nd" folder with a name related to that task or client. Move the email to that folder, create a reminder or appointment if necessary, and —voilà! - you now have an organized inbox. When you receive more emails related to this task, they can now go directly to the subfolder you created. Once you have completed this task, you can easily move all the content to a permanent folder of your designation. The key is to stay on top of it and once you're done with a subfolder in your "2do" folder list, delete or move it. Keeping folders after a task is done will hamper your organization and increase your electronic clutter.

This method will allow you to have an easy visual reference for the work that needs to be done, and even if some tasks are "on file" for now, you can still see them and keep them fresh in your mind. Once you can focus on the incoming emails, you can focus more on your business and less on your clutter.

Subfolders - Don't be afraid to use subfolders, even subfolders in subfolders. Placing items in logical groups is key to keeping your files organized.

How to use it: for example: you may have multiple clients and a couple of different companies you work for, and each client / company will have various tasks, projects, instructions, etc. In your inbox, create a file for each company, under company create a folder for each customer, and under each customer create folders for the number of different tasks you perform. Having a place to post messages as they arrive is key to staying on top of your tasks and messages. Inboxes have a way of getting large and overwhelming very quickly, putting these steps in place will help you control nasty clutter and as a bonus, keep you organized in the process.

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