You know that feeling when your inbox has 74 “not-urgent-but-maybe-later” emails staring at you?
Yeah. That’s not Run State, it’s a disheartening digital overwhelm!
This week I want to introduce you to one of my favorite process tools that wasn’t designed for email—but works perfectly for it:
🧠 What is Kanban?
Kanban is a visual system for managing work. It started with putting every task on a Sticky Note, and then putting all the notes on the board under one of three columns:
To Do → Doing → Done
Then, as you move through your tasks, you move the Sticky Note from To Do - Doing - Done.
The key principle? Only focus on what’s actively in progress (your “Doing” column) and everything else stays in its lane until you’re ready. Also, don’t overwhelm any one lane!
I use this idea inside my inbox. But instead of the traditional Kanban Sticky Notes, I use the Snooze button.
Before we get into how I organize my inbox…. I was recently a guest on a Podcast!
If you’re ever curious as to what I do in my 9-5 role as a Procurement Process Improvement Consultant and how I help my B2B clients, you can check it out here.
💌 My Inbox = My Kanban Board
Here’s how I think about email:
Doing (Inbox View): These are the emails I’m actively working on or ready to respond to today. I want only these visible.
To Do (Snoozed): These are emails that belong to “To Do - Later” or “Follow Up - Soon.”
Done: Once I reply or act, I archive it (aka “move to Done”).
This gives me a mental and visual Kanban system—without letting my inbox turn into a never-ending scroll of vague guilt.
✨ How I Use Snoozing in Real Life:
Client Emails: If I get notes or prep materials for a meeting next week, I snooze that email until the day before the meeting. Out of sight until I actually need it.
Waiting on a Reply: If I’ve emailed someone and don’t want to pester them too soon, I snooze the thread for 5-7 days as a gentle reminder to follow up later.
Sales / Promos: Instead of impulse-buying, I snooze those emails to a couple days before the deal ends—if I still want it then, I’ll act.
Ideas or Resources: Great article? Cool tool? I snooze it to a Friday afternoon or a slower day when I can actually read it. Maybe a great idea for your favourite Process Improvement Newsletter (hmmmmm?)
🛠 Try This Today (Just 5 Minutes):
Go to your inbox and snooze anything you’re not replying to today.
If it’s not active, don’t let it sit there pretending to be.
Then, when you do all the things you wanted to do today, really be done!
Enjoy the space you’ve created for yourself.
Kanban isn’t just a board—it’s a mindset.
Clear what’s not active, focus on what is, and keep everything moving at a sustainable pace.
That’s what Run State feels like.
See you next week,
Monica
