Your email inbox is probably the worst project management tool you could use. Yet many academics treat their inbox as a repository of tasks, deadlines, and project information. It’s tempting to use your email as a to do list, especially since the information is already there.

But this approach is actually sabotaging your productivity by mixing communication with task management, creating a chaotic system where other people’s priorities dictate your workflow.

Your inbox is a chaotic to do list

Think about it: when you use your inbox as a to-do list, you’re essentially letting the random order of incoming messages determine your task organisation. Each new email adds another layer of complexity to an already fragmented system.

Email is a system that delivers other people’s priorities to your attention. It’s up to you to decide when that priority should be managed into your world.

Chris Brogan

This isn’t about implementing a complex productivity system. It’s about recognising that email is designed for communication, not organisation. When you try to use it for task management, you’re working against its fundamental purpose.

Steps to stop using email as a to do list

Here’s a simple suggestion for moving away from this broken system. Every time you receive an email containing task-related information, immediately move that information out of your inbox. Don’t wait until you have the perfect project management system in place. A simple notebook, a basic text file, or even a stack of index cards is better than using your inbox as a task repository.

This separation creates a clear boundary between incoming communication and actual task management. Instead of constantly scanning your inbox to remember what needs doing, you’ll have a single, organised source of truth for your tasks.

Start small:

• Keep a dedicated notebook for tasks extracted from emails
• Write down project deadlines as soon as you receive them
• Note meeting action items immediately after reading the email
• Move project-related files to a dedicated folder structure

The key insight is that any external system – even a basic one as described above – is better than using email for task management. Email is designed for communication, not organisation. When you use it to track tasks, you’re fighting against its core purpose.

By separating task management from email management, you create the mental space needed to focus on your highest-value work, rather than constantly reacting to incoming messages.

Ready to transform your relationship with email? The Email Management course will help you create new habits and a sustainable system for managing your academic inbox.