🎧 Jim reads this post
We survived rotary phones and card catalogs. We mastered fax machines, learned to forward emails with the “FW: FW: FW:” chains, and somehow made it through the AOL dial-up era without losing our minds. But somewhere along the way, email stopped being a tool and became a job. I’m sitting here with 300 emails in my inbox right now, and I’d bet you’re in the same boat. The guilt is real too – like you’re supposed to have some magical system where everything gets read, replied to, and filed before lunch.
Why This Keeps Coming Up
Look, I ignored this problem for way too long. I told myself I was “staying connected” and “responsive” when really I was just spinning my wheels. Every morning I’d open Gmail and feel that immediate dread. The noise-to-signal ratio has become absolutely insane. Most of what lands in your inbox doesn’t matter, but your brain can’t tell the difference fast enough anymore. So you read everything, or you feel like you’re missing something important, and neither option is sustainable.
The old GenX move was to develop a system – color coding, folders, rules, filters. I had all of that. I was organized as hell. Didn’t matter. The volume just kept growing and my time kept shrinking. That’s when I realized the problem wasn’t organization. It was that I was still the bottleneck. I was still the one doing the triage, and I was still the one drafting fifty half-assed replies a day.
What I Actually Found Out
About three weeks ago I decided to actually mess around with AI and email automation instead of just thinking about it. I set up a system using ChatGPT and some basic Gmail automation, and I’m not exaggerating when I say this took about twenty minutes. The setup was embarrassingly simple, which is probably why I procrastinated for six months.
Here’s what happens now: emails come in and get sorted by AI into categories based on what I actually told it matters to me. Client stuff floats to the top. Newsletters and automated notifications get bundled and deprioritized. Then for certain categories – things like follow-ups or common requests – AI drafts replies in my voice. It’s not perfect, but it’s usually about eighty percent there. I spend maybe two minutes tweaking and then I send it.
The thing I was most worried about was sounding like a robot. That’s the whole reason I stayed hands-off for so long. But here’s what I discovered: keeping control of the final send button actually solves that problem completely. The AI does the grunt work. I do the judgment calls. It’s a partnership, not a replacement. And my actual response time has gotten faster because I’m not dragging my feet on the stupid stuff anymore.
What You Can Do With This Today
If you want to try this without getting lost in technical documentation, start small. Pick one category of email that drives you crazy. For me it was client confirmations and meeting reschedules. Tell ChatGPT exactly what those emails look like and ask it to draft a response template. Then use Gmail’s built-in automation to flag those incoming messages and let AI handle the first draft.
The learning curve isn’t steep. You’re just teaching a tool to recognize patterns and handle repetition. The time investment is measured in minutes, not hours. And if it goes wrong? You delete it and try again. Nobody’s getting hurt here.
The real win isn’t that I’m checking email less. It’s that when I do check it, I’m actually looking at stuff that deserves my attention. I’m not wasting mental energy on the noise anymore. That’s the part that changes things.
We figured out a lot of stuff on our own when we had to. Sometimes I think we’ve gotten used to suffering through bad systems just because that’s how it’s always been. Turns out you can push back on that. Set it up, test it, adjust it. Your inbox will thank you.
-Jim
Watch the Full Video
I covered all of this in a short video too – sometimes it’s easier to watch than read.
What I Recommend
If you want a head start, check out the AI toolkit I actually use – it’s what I point people to first.