Start the New Year with a clean slate: realistic email management tips to reach inbox zero

SmartPA is the leading provider of outsourced administrative and PA support to businesses around the world.

Who are SmartPA?

SmartPA is a business support and administration franchise transforming the way professionals work. SmartPA Franchise Partners support their clients by remotely delivering a range of admin and business support solutions. Some will act as a virtual PA, while others may offer additional skills such as HR, finance or social media management.

Launched in 2013 offering remote administrative support to over 500 clients globally, demand for our services is growing and now is the perfect time to launch your franchise business under our SmartPA brand. We offer lifetime business support from the minute you sign up with us.

Our business equips you with all the tools you need to succeed, including an online CPD accredited training course to get you started and ongoing support from a dedicated team. When you join SmartPA as a franchisee, you become part of a supportive community of over 100 SmartPA Franchise Partners and can tap into a wealth of expertise and business knowledge. You’ll reap the rewards of flexible working and being your own boss, with all of the support and guidance you would gain from working in-house.

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The SmartPA Franchise Opportunity

Why now?

More organisations than ever are relying on services provided by SmartPA. With that shift comes a golden opportunity. And that’s why now is the perfect time for you to successfully start your own virtual assistant business with SmartPA.

Founded by 2020’s Business Woman of The Year, Sarra Bejaoui, you’ll be joining a team of inspirational leaders and innovative thinkers.

Franchisees who work full-time earn, on average, between £84,000 and £120,000 each year (and those working part-time earn between £30,000 and £48,000 on average).

We don’t restrict you by geographic territory (work from anywhere in the world and have clients anywhere in the world). Our recurring revenue model means that you can secure repeat business, ensuring a stable source of income and limitless earning opportunities.

SmartPA have worked with brands such as Google, Krispy Kreme and BBC. Launching your business with us gives you the opportunity to tap into our trusted brand and achieve instant recognition.

Reasons To Invest:

Fully funded opportunity
100% home working
Access to a global community of Smart PA Franchise Partners for income opportunities
Potential to gain income from head office corporate clients
Flexible working hours to suit your personal needs
Expert remote training and continuous learning with full CPD accreditation
World-class brand and sales & marketing
Access to innovative technology and IT support
Dedicated support team for the entirety of your business journey
Ongoing mentorship for your business
Tried and tested business in a box - using a model adapted to your needs

How does your franchise model work?

You become a SmartPA business owner by buying into the SmartPA partnership franchise (the cost of which can be fully funded by HSBC). We’ll then help you set up your own limited company.

Unlike starting your own business from scratch, where you’d have to tackle all the startup costs, challenges and risks on your own, you’ll have full daily support of our dedicated, friendly SmartPA support team, and you get to trade under the trusted, established global SmartPA brand, helping you hit the ground running straightaway.

We equip you with all the tools to succeed and expert knowledge and skills to run a successful SmartPA business. Our unrivalled programme covers everything from the SmartPA Method (best practice, remote working and service delivery) to pricing, business operations and long-term growth and development.

With SmartPA, you can start earning from day one through reliable work with HQ clients, servicing trusted businesses from SMEs to corporates. Our proven insourcing model also connects you with regular projects from across the SmartPA network, giving you stability and predictable income. On top of this, our training and coaching will equip you to grow your own client base—building a scalable business with the confidence, support, and freedom to shape your future.

A SmartPA franchise can be a great opportunity for anyone looking to run their own business or be their own boss, or anyone wanting to balance work around other life commitments. Because the franchise can be run from home, it requires minimum overheads and offers a highly flexible working model to suit your own hours and availability. The franchise model has been tried and tested successfully around the world, with over 100 SmartPA Franchise Partners already thriving.

Who are you looking for?

SmartPAs Franchise Partners come from a variety of backgrounds.

Previous experience is not essential, but a positive attitude is. SmartPA will provide the brand and the backing that allow you to build a successful business.

With peer-to-peer support, internal networking opportunities, wellbeing groups and much more, you’re never alone or without assistance from an expert.

Furthermore, SmartPA’s unique Insourcing model supports you and your business to grow. It provides both the opportunity to support and be supported by a more than 100-strong community across the globe.

**Thanks to full UK funding with HSBC, you can launch your SmartPA franchise today without any upfront investment.

To take the next step towards owning your own SmartPA franchise, request your free consultation by registering your interest below:

Start the New Year with a clean slate: realistic email management tips to reach inbox zero

December 18, 2025

January offers us that rare moment in the year when everything resets. Goals feel fresh, priorities shift, and many organisations kick off Q1 with renewed energy.

But nothing can deflate that ‘New Year, New You’ feeling quicker than returning from the festive break to the hangover of last year’s overflowing inbox.

On top of back-to-work inbox anxiety, we’ve also seen many businesses find themselves feeling the strain of reduced capacity as January job hunters spark a wave of sudden resignations, unfilled roles and increased pressure on those who are keeping the wheels turning.

When it comes to unruly inboxes and organisations under new year staffing pressures, our SmartPA team has seen it all and can offer expert advice and guidance to help you regain control. With a few realistic email-management habits, the support of AI tools, and flexible outsourced help, reaching inbox zero is absolutely achievable.

How you kick things off in January often sets the tone for the year so here’s our six easy steps to help you and your team take back control of your inbox, stay on top of communication and keep operations running smoothly as you transition into 2026.

Step 1. Accept the reset: clear the decks and start fresh

If your inbox feels unmanageable, you’re not alone. Workplace email statistics for 2025 revealed that the average professional now receives over 120 emails a day — and that number can often climb sharply in January when everyone is back at their desks.

So, let’s start with a realistic reset:

Archive everything older than 90 days. If it’s important, it will reappear
Use bulk actions. Mass-unsubscribe, mass-archive, or mass-sort. There’s no prize for doing this manually
Create simple categories: “Action”, “Waiting”, “Reading”, “Reference”

This isn't about perfection, it’s about removing mental clutter so you can make better decisions.

Step 2. Let AI do the heavy lifting (without losing the human touch)

AI can be a powerful ally in email management when used well. Try incorporating tools that:

Automatically categorise emails into priority levels
Suggest quick replies for routine messages
Summarise long email threads so you can understand the key points instantly
Flag tasks based on deadlines, commitments or keywords

The goal isn’t to replace your judgment; it’s to free up more of it. But it’s important to remember that, even with AI, someone still needs oversight. That’s where people power remains essential.

Step 3. If your team is under pressure, don't shoulder it alone

January resignations can stretch already busy teams to breaking point. Suddenly, the inbox of a departing employee becomes everyone else’s problem and capacity issues quickly snowball.

Instead of expecting already busy team members to absorb the additional workload or rushing into full-time recruitment, many organisations now use outsourced support as a more agile option.

Virtual PAs and admin specialists can:

Manage team inboxes and high-volume communication
Implement structure and systems while you recruit
Ensure no opportunity, lead or deadline is missed
Provide continuity during periods of transition

This gives your remaining team breathing space whilst providing you time and headspace to make the right long-term hiring decision.

Step 4. Set email boundaries that support productivity, not burnout

With the rise of hybrid working, we can feel like we’re constantly ‘on’, accessing emails at the touch of a button whether it’s during the evening, weekend or precious annual leave. To avoid inbox anxiety:

Schedule email “windows” instead of checking constantly
Turn off push notifications for at least part of your day
Use delayed send to control communication flow
Set clear expectations with colleagues, clients and partners

Boundaries aren’t a luxury, they’re a productivity tool but it’s up to you to put them in place and uphold them.

Step 5. Keep inbox zero realistic (not rigid)

The concept of Inbox Zero isn’t actually about an empty inbox, it’s about a clear mind. Perhaps think of it more as “inbox under control”, where:

Unread emails are minimal
Priority items are visible
Everything has a place
You spend less time firefighting and more time focusing

Email should work for you, not the other way around.

Step 6. Consider outsourcing to transform the way you work

One of the biggest benefits of outsourcing email and admin support is flexibility. Instead of committing to a new full-time salary during a period of uncertainty, organisations can bring in SmartPA experts who:

Start immediately
Work remotely and seamlessly integrate into your team
Scale up or down as workload changes
Bring proven systems and efficiency from day one

This keeps business moving, even when internal staffing is in flux.

With practical routines, smart AI tools and flexible outsourced support, you can reclaim control, reduce stress and free your people to focus on what truly matters for the year ahead.

SmartPA Success Stories

SmartPA Testimonials

Feeling really valued, feeling indispensable, and feeling like you are making a difference to people.

Lorraine Kneebone, SmartPA Partner

Life challenges took me to move home and hence change of job back into the Administrative sector. When I really understood I had the experience and ability to do this for myself - after all there wasn’t anywhere to go in my current job. I always had a deep desire to be a business owner, but just didn’t know in what field. When I found out about the support and guidance that SmartPA supplies, I didn’t look back

Jessica White

I was made redundant and had come across adverts for SmartPA but wasn't sure it was for me. A friend bought into SmartPA and I had seen lots of her posts. After 6 months of no luck with getting a job other than temping, I decided to take the plunge. My biggest achievement? Completing accreditation and launching it in lockdown.

Kate Vayle, SmartPA Partner

“I had been toying with the idea of starting my own business for a couple of years. In all the industries I’d worked in there was always the same issue that senior management didn’t really understand the importance of good administration or what was really involved in keeping an office running smoothly. I knew about VA’s but I wasn’t sure if it was something I could really do on my own so kept putting it off. When I came across SmartPA and read more it lit up a light and made me realise that I could start my own business but not be totally on my own, there would be support AND be part of an already established brand. The best- selling point of the SmartPA brand is our fabulous head office and support network and access to a vast talent pool of accredited, professional partners from a wide variety of backgrounds offering a variety of experience and skills. Yes there are other VA’s out there and other VA franchise companies, but SmartPA is nearly 6 times the size of competitors… so to me it is definitely THE brand in this industry.”

Jane Charteris

I have found the support from SmartPA's Business Support Team to be invaluable, and my monthly call with them enables me to stay focused. It helps to put together an ‘Action Plan’ to ensure that I am taking all the steps necessary to help grow my business. They’re always quick to respond with any queries I might have, and are always friendly, helpful, and approachable.

Louise Turnidge, SmartPA Partner

"I certainly have that Friday Feeling this eve! I have just finished my first week as a fully accredited SmartPA Partner and am so blessed to have some fab clients already and amazing support from the Business Support Team and the SmartPA community. I was so worried about making the move into having my own business and now I feel so positive and ready for anything!!!"

Laura Elliott, SmartPA Partner

“Having researched various startup options offering business support, I chose SmartPA for their professional approach from the outset. At no point did I feel under pressure to purchase the franchise and I subsequently received excellent advice and support throughout my training and recent launch. The training programme is the most thorough and enjoyable I have ever completed and receiving accreditation gave me the reassurance I needed to start my business. The on-going support from the Business Development Team and other SmartPA partners ensures there is always someone to help if you require assistance or you just need a bit of moral support. During the Covid 19 pandemic, the world is becoming accustomed to remote working and the SmartPA model is a fantastic, flexible option for anyone looking to start a rewarding new business that fits in with their lifestyle.”

Christine Cuthbertson, SmartPA Partner

"I have to say, everyone that I have spoken to so far has just been so reassuring and helpful and I really feel that if at all I start to struggle, I can contact someone for help and advice and not feel awkward about it... It's really strange, as I know I am only just starting out, but already I feel I am becoming 'part of the family' - and this is because everyone is so helpful and approachable. I have that nice warm fuzzy feeling - it's great! I really do mean everything that I say as the team is just amazing!"

Fiona Mackay, SmartPA Partner

My journey with SmartPA has been brilliant! I can't fault the whole process. Jo was amazing to deal with, I loved speaking to partners and Andrew the CEO. My workshop was really valuable too - it was all very reassuring. Training - I loved it!! Steven was brilliant, I'd always feel anxious before training but by the end I was absolutely buzzing! I signed up when my little one was really little and I had my hands full, but I haven’t stopped since I launched. SmartPA was the best thing I've done for myself and my children. The whole onboarding process, speaking to people - you feel so included and part of the community from the start."

Sarah Mann, SmartPA Partner

My SmartPA journey from discovery to accreditation was possibly rockier than most, as we moved house 3 times, renovated one of them and began a new life in Hong Kong, all in the space of 9 months! The training team was unfailingly supportive and gave me all the time and encouragement I needed to persevere through the process. I was in the interesting position of learning about SmartPA’s culture and values while receiving that support from the Head Office at the same time! It gave me a great deal of confidence that I am investing in the right company.

Kerry Wilson (SmartPA)