The Calbria Minute - Bite Sized Tips for Busy Leaders

Written By Kimberly Callahan

A weekly blog delivering quick, practical insights for busy leaders. Each post shares strategies to maximize your time, cut operational costs, and show how an Executive Virtual Assistant can streamline your business so you can focus on growth.

Stop the Inbox Spiral: A 3-Step CEO Email Routine (1-minute read)

Your inbox shouldn’t run your day. Use this fast, repeatable routine to reclaim your time and keep decisions moving—without living in email.

Step 1: Time-box your checks (2×15 minutes)

  • Late AM + late PM. Avoid mornings so you protect deep work. Try 11:30 AM and 4:30 PM.

  • Timer on, notifications off. Treat it like a sprint, not a scroll.

  • Goal: Clear, don’t compose. If a reply will take >2 minutes, push it to Step 2.

Step 2: The 4-Folder Triage

Move every message once using this simple system:

  • Today – Needs your decision/action today (≤10 items).

  • This Week – Important, not urgent (review during your weekly planning block).

  • Waiting – You’re awaiting a response; your VA tracks and nudges.

  • Archive – Everything else (search is your friend).

💡Pro tip: Create one-click filters for VIP senders and keywords (e.g., “invoice,” “contract,” “board”).

Step 3: Delegate + Templates

  • Delegate: Forward with a crisp directive:
    “VA: draft reply confirming X, propose Y/Z times, attach deck v3.1. Due EOD.”

  • Template: Save 5–7 canned responses (intros, meeting confirms, speaking requests, “no” politely, receipts). Your VA personalizes; you approve only when needed.

  • Rules: Auto-label newsletters to “Read Later”; batch weekly or let your VA summarize.

Result: Less context-switching, faster decisions, and a calendar that reflects your priorities—not your inbox.

Ready to stop the inbox spiral? Start your 2-minute intake now by clicking “Find Your Assistant” at the top of the page.

Kimberly Callahan