Inbox Zero-ish: How I Handle Emails, DMs & Inquiries Across Multiple Brands

Let’s be honest—Inbox Zero sounds cute in theory. But when you’re running six brands, getting tagged in Facebook groups, and fielding DMs across three platforms... Zero isn’t realistic.

So I aim for Inbox Zero-ish—a system that helps me stay on top of communication without letting it take over my life or bury me in unread messages.

If your inbox looks like a digital landfill and you dread opening your DMs, here’s exactly how I manage emails, messages, and client inquiries while running multiple businesses.

📥 Step 1: Separate Inboxes by Brand

Yes, it’s a little extra—but trust me, it’s worth it.

Each of my core brands has its own email:

  • Tasks by Trin → trin@tasksbytrin.com
  • Travel with Trin → trinity.larkin@fora.travel
  • MLM/Brand Rep Stuff → trinityalarkin@gmail.com

It keeps things clean. No more digging through Pampered Chef emails when I’m trying to reply to a travel client.

🏷️ Step 2: Use Labels + Filters (Gmail is Your Friend)

I set up filters so emails auto-label themselves based on sender, keywords, or brand.

For example:

  • “Booking inquiry” goes into my Travel folder
  • “Welcome to Scentsy” emails skip my inbox and land in a Promotions folder
  • Anything from a VA client gets a bright label and a star

Pro tip: Avoid emojis in your label names—they break some sorting tools!

📆 Step 3: Time-Block Replies by Type

Instead of bouncing between tasks, I batch my replies:

  • Morning: Client emails & urgent tasks
  • Afternoon: DMs + social media comments
  • Fridays: Catch up on form responses, outreach, and longer admin replies

I also schedule 1–2 “communication catch-up” sessions per week inside Google Calendar so it doesn’t pile up.

✨ Step 4: Use Templates (aka Canned Responses)

If I’m typing the same thing more than once, it’s getting turned into a template.

Things I have templates for:

  • VA inquiries
  • Travel quotes
  • MLM FAQs
  • Brand collaborations
  • “I’ll get back to you soon!” messages

Save them in Gmail, ClickUp, or even a Google Doc. Total game-changer.

💬 Step 5: Automate Intake Forms + Routing

Instead of letting DMs do all the heavy lifting, I use Google Forms and link them in my bios, email footers, and social profiles.

Each form routes to the right inbox:

  • Tasks inquiries → trin@tasksbytrin.com
  • Travel clients → trinity.larkin@fora.travel
  • Product interest → trinityalarkin@gmail.com

This turns messy conversations into clean, trackable systems.

🧘‍♀️ Final Thoughts: Progress > Perfection

Some days I’m on top of it. Some days, I snooze 14 emails and eat a snack instead.

Inbox Zero isn’t the goal—clarity is.

With a few good systems, you can stay responsive, look professional, and still keep your sanity.

Want my exact form templates or email response swipe files? Let me know and I’ll share them with you!

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