[00:00] IntroductionWhy follow-ups matter: It's not just lost income, it's broken trustThe reality of running a practice: sessions, sick kids, and things filed under "later"[02:00] Common Follow-Up Moments That Get ForgottenPotential client inquiriesDiscovery calls that went quietClients who ghosted mid-package (yes, even prepaid ones!)Unanswered portal messagesPeople who downloaded freebies but never heard from you againThese are relationship moments, not just admin tasks[04:00] Gmail & Google Workspace SolutionsUsing labels and folders (Courtney's an inbox zero + folder person!)Smart inboxes in Apple Mail desktop appCourtney'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-ChangerCreates tasks directly from emailsIntegrates with Apple RemindersWhy 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 TipsUse tags to flag clients who haven't booked their second sessionCreate tasks within Practice BetterFilter clients who don't have recent bookings[10:00] The Natural Flow QuestionJust like habits with clients: if it doesn't come naturally, you won't use itLook at what you ALREADY use (email, calendar) and build on thatGoogle Tasks is right there in Google Calendar—use what's in your faceDon't create a Google Sheet tracker if you never open Google Sheets[12:00] What to Actually Say in Follow-UpsDon't overthink it—keep it short and warmFor 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 TemplatesSave brain power by having templates readyReference to previous episode on email templatesThese 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 NOWCalendar block: "Follow-Up Friday" (30 minutes weekly to sweep missed replies)Add a "Follow-Up Needed" custom field in Practice BetterCreate a follow-up tracking board (Notion/ClickUp/SmartSuite)Try MailButler (or similar email management extension)[17:00] Courtney's Current SetupApple Mail (never bothered before, but now loves it)MailButler extensionBusy Cal coordinationSmartSuite for big project boards"You won't know what works for you until you try something"[18:00] Final ThoughtsPick the EASIEST action item—we're not trying to be fancyFollowing up doesn't make you pushy, it makes you reliableStop leaving money, trust, and client progress on the tableAvailable 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 SaturdayConnect with Courtney:Website: decletdesigns.comCommunity: cliniciancrew.comSchedule a strategy session for system setup helpLeave a Review: If this episode helped your practice feel a little lighter, follow the show and leave a review!