Why follow-ups matter: It's not just lost income, it's broken trust
The reality of running a practice: sessions, sick kids, and things filed under "later"[02:00] Common Follow-Up Moments That Get Forgotten
Potential client inquiries
Discovery calls that went quiet
Clients who ghosted mid-package (yes, even prepaid ones!)
Unanswered portal messages
People who downloaded freebies but never heard from you again
These are relationship moments, not just admin tasks[04:00] Gmail & Google Workspace Solutions
Using labels and folders (Courtney's an inbox zero + folder person!)
Smart inboxes in Apple Mail desktop app
Courtney's favorite folders:
Meetings folder (automatically sorts all meeting invites)
To-Do (using orange flag + orange heart emoji)
Waiting on Reply (purple flag + purple heart emoji)
Pro tip: Use emoji to remember which flag color = which folder[07:00] MailButler Game-Changer
Creates tasks directly from emails
Integrates with Apple Reminders
Why Courtney switched from big project management tools to Apple Reminders for small tasks
"It's the little things that slip through the cracks and cause the most risk"[09:00] Practice Better Tips
Use tags to flag clients who haven't booked their second session
Create tasks within Practice Better
Filter clients who don't have recent bookings[10:00] The Natural Flow Question
Just like habits with clients: if it doesn't come naturally, you won't use it
Look at what you ALREADY use (email, calendar) and build on that
Google Tasks is right there in Google Calendar—use what's in your face
Don't create a Google Sheet tracker if you never open Google Sheets[12:00] What to Actually Say in Follow-Ups
Don't overthink it—keep it short and warm
For inquiries: "Hey, I just wanted to follow up in case my last message got buried. I'm still happy to chat if you're interested."
For ghosted clients: "I've been thinking about you and wanted to check in. There's no pressure, but I'm here if you're ready to reconnect."
For missed questions: "Apologies for the delay. I missed your message earlier, but I wanted to circle back."
Remember: We're connecting, not selling[14:00] The Power of Email Templates
Save brain power by having templates ready
Reference to previous episode on email templates
These feel-good follow-ups are perfect template candidates[15:00] Action Items Choose 2 of the following:
Create a "Waiting For" label/folder in Gmail and assign to 3 emails NOW
Calendar block: "Follow-Up Friday" (30 minutes weekly to sweep missed replies)
Add a "Follow-Up Needed" custom field in Practice Better
Create a follow-up tracking board (Notion/ClickUp/SmartSuite)
Try MailButler (or similar email management extension)[17:00] Courtney's Current Setup
Apple Mail (never bothered before, but now loves it)
MailButler extension
Busy Cal coordination
SmartSuite for big project boards
"You won't know what works for you until you try something"
Pick the EASIEST action item—we're not trying to be fancy
Following up doesn't make you pushy, it makes you reliable
Stop leaving money, trust, and client progress on the table
Available services: Strategy sessions + system setup at Declet Designs, or join Clinician Crew[19:00] Next Episode Preview Digital boundaries: What to do when clients message you at 10 PM on Saturday
Website: decletdesigns.com
Community: cliniciancrew.com
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