Tech-Savvy Dietitian

TSD: S1 E5 - “I Keep Forgetting to Follow Up.” Let’s Build a System for That

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[00:00] Introduction

  • 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:

                    1. Create a "Waiting For" label/folder in Gmail and assign to 3 emails NOW
                    2. Calendar block: "Follow-Up Friday" (30 minutes weekly to sweep missed replies)
                    3. Add a "Follow-Up Needed" custom field in Practice Better
                    4. Create a follow-up tracking board (Notion/ClickUp/SmartSuite)
                    5. Try MailButler (or similar email management extension)

                      6. [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"

                        • [18:00] Final Thoughts

                        • 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

                          Connect with Courtney:

                          • Website: decletdesigns.com
                          • Community: cliniciancrew.com
                          • Schedule a strategy session for system setup help

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                            Tech-Savvy DietitianBy Courtney Vickery