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Why I Only Check Email Three Times A Day
Email can be one of the biggest distractions in a workday. The constant influx of messages can pull focus away from deep work, leaving you reacting instead of proactively managing your tasks. This week, I committed to checking my email only three times a day, and it made a noticeable difference in my productivity.
What Worked Well
Whenever I stick to this rule, my productivity increases significantly. Instead of constantly switching between tasks and my inbox, I could focus deeply on my work. Checking emails in structured time slots gave me more control over my day and prevented unnecessary distractions.
Challenges: Resisting the Urge to Check
It’s always tempting to take a quick peek at my inbox. To combat this, I used a FOCUS tab in Gmail with CloudHQ to filter incoming messages and minimize distractions. While I previously used Inbox Pause, I’ve found that better email organization is a more sustainable approach for me.
A Surprising Benefit: Fewer Interruptions, More Focus
By sticking to designated email check-ins, I dramatically reduced interruptions from notifications, emails, and phone calls. Having clear boundaries around when I check email allowed me to dedicate more uninterrupted time to actual work.
Tools & Resources That Helped
- CloudHQ – Used to create a FOCUS tab in Gmail for distraction-free email management.
- Email Labels & Folders – I created specific labels to sort incoming emails:
- RETURN: Urgent, Soon, Later (for emails that only need acknowledgment)
- ACTION NEEDED, LEADS, WAITING FOR: For emails requiring follow-up or work
- MixMax – A tool that allows me to delay email delivery so that responses align with my scheduled email check-in times.
Lessons Learned
Only real emergencies—like a website being down—should break this workflow. Otherwise, sticking to scheduled email checks helps keep inbox stress low and productivity high.
Moving Forward
This is a habit I need to reinforce every single day. If I ever feel overwhelmed by email again, I’ll adjust by extending my designated check-in windows slightly, rather than defaulting to constant inbox monitoring.
How You Can Implement This Habit
Start by blocking three email check-in times—morning, midday, and late afternoon. Resist checking outside these slots. If you struggle with discipline, use email tools to create a FOCUS tab and set up email labels to keep things organized. Stick with this approach for a week and observe the improvement in your focus and workflow.
about the author
Cami MacNamara is a web designer and owner of WebCami LLC, a Seattle-based agency since 2002. She created Web Designer Habits to help web designers build smarter systems, stay productive, and run a business that works for them.