Upcoming Webinar – Introducing Smart Assistant 2.0

Sign up now
Email

Best practices for Mailbutler’s follow-up email reminders

Mailbutler offers a follow-up reminder feature that can greatly improve your email productivity by automating much of the follow-up process.

First published

30.04.2024

Last edited

13.05.2024

Read time

8 minutes


    By Ilija

    An economist by degree, a marketing manager at heart. Seeing my website on the first page of Google is what excites me most. I write mostly about email productivity, email management and AI.

    Efficient email follow-ups are crucial for maintaining strong business relationships and ensuring no communication opportunity is missed. Mailbutler offers a follow-up reminder feature that can greatly improve your email productivity by automating much of the follow-up process.

    This blog post outlines the best practices to maximize the benefits of this feature.

    Understanding Mailbutler’s Tasks feature

    Mailbutler’s Tasks feature

    Mailbutler's email Tasks feature enables users to efficiently convert emails into actionable tasks within email clients like Outlook, Gmail, and Apple Mail. This tool allows for the setting of due dates and automated reminders, ensuring you never miss a deadline or forget an important follow-up.

    Functionality and Benefits

    The Tasks feature allows users to easily create tasks from their emails. When you receive an email that requires a follow-up action, you can quickly turn this email into a task by specifying a deadline and setting reminders. Here’s how it benefits users:

    • Organization: Keeps your email-related tasks organized and accessible directly from your inbox.
    • Reminders: You can set specific dates and times for reminders, ensuring that no email task is forgotten.
    • Integration: Tasks are seamlessly integrated into your email client, making the tool easy to use without the need to switch between applications.
    • Synchronization: For users who work across different platforms, Mailbutler offers the ability to sync tasks with popular productivity tools such as Todoist, Asana, and Trello. This feature ensures that all tasks, regardless of their origin, are centralized and manageable from one place.

    To create a task in Mailbutler, follow these steps:

    • Open an email that you want to convert into a task.
    • Click on the Mailbutler icon in your email client to bring up the task creation options.
    • Enter the details of the task, including the deadline and any notes that might help you complete the task.
    • Set a reminder for the task to ensure you are notified before the deadline approaches.

    This feature is beneficial for ensuring that you respond to emails promptly and manage your workload effectively. Whether you are following up with a client, scheduling a meeting, or needing to remember to send specific information, Mailbutler’s Tasks feature makes these activities manageable and less prone to human error.

    Next Steps: Setting Up Automatic Reminders

    Once you are familiar with creating tasks from your emails, the next step is to automate the process of managing these tasks, especially follow-ups.

    Setting up automatic reminders

    Mailbutler's automation follow up reminders

    Firstly, it is advisable to set up reminders for all outgoing emails that have not received a response. To enable this feature:

    1. Access Mailbutler and navigate to the preferences section.
    2. Activate the option in Automations that sends you reminders for each unanswered email.

    Automatic Completion of Follow-Up Tasks

    Users can simplify their workflow by configuring Mailbutler to automatically mark follow-up reminders as completed once a reply is received. To implement this setting:

    1. Locate the follow-up reminder Automations section within Mailbutler's settings.
    2. Select the configuration that allows the system to auto-complete the reminder when a response arrives.

    Daily Review of Open Follow-Ups

    Developing a daily routine to check pending follow-ups can significantly improve your response rate and engagement level. Whether you prefer to check in the morning or evening, regular reviews help ensure that no email is overlooked.

    Using Email Templates to Save Time

    Mailbutler's Email templates

    Creating individual follow-up messages for each email can be time-consuming. Using pre-designed templates saves time and ensures consistency in your communications. Consider these templates for your follow-ups:

    • Gentle Reminder: "I hope you are well. Just touching base regarding my last email, awaiting your insights."
    • Request for Information: "I’m reaching out again to remind you about the information/documents we discussed. Could you please let me know your availability to send them?"
    • Meeting Confirmation: "I would like to confirm our meeting on [date]. Please confirm that this time is still convenient for you."

    Related posts:

    Advantages of Automated Follow-Ups

    By using Mailbutler’s follow-up feature, you can:

    • Reduce the mental effort of remembering each follow-up, thus freeing your mind for other critical tasks.
    • Organize your email engagements systematically, increasing the likelihood of seizing potential opportunities.

    Combine Mailbutler's Tags and Tasks

    Combine Mailbutler's Tags and Tasks

    To better organize your emails, you can use Mailbutler's Tags and Tasks features together. Here's how to do it simply:

    • Tag Your Emails: Start by using Mailbutler's Tags to label your emails with tags like "Follow-Up Reminder." This helps you quickly identify important emails that need attention.
    • Convert Emails to Tasks: Next, turn these tagged emails into tasks with just one click using the Tasks feature. This step ensures you remember to follow up on these emails.
    • Organize and Track: By tagging and converting emails into tasks, you can easily keep track of crucial follow-ups and deadlines right from your inbox, making sure you don’t miss anything important.

    Tips for effective email follow-ups

    Creating follow-up emails that prompt a response without coming across as overly assertive requires a thoughtful approach. Here are some best practices to ensure your follow-ups are effective and well-received:

    1. Timing Is Key

    Wait for an appropriate amount of time before sending a follow-up. Generally, a few days or a week can be a sensible interval, depending on the context of your initial email. This shows respect for the recipient's time while keeping your message relevant.

    2. Keep It Short and Direct

    Respect the recipient's time by keeping the follow-up concise. A brief message that gets straight to the point is less likely to be perceived as intrusive. Clearly state the purpose of your email and avoid unnecessary details.

    3. Personalize Your Message

    Tailor each follow-up email to the recipient by mentioning specific details from your previous interaction. This personal touch not only increases the relevance of your email but also demonstrates your attention to the relationship.

    4. Be Polite and Professional

    Use polite language and maintain a professional tone throughout your email. Phrases like "Sorry to bother you" or "I understand you have a busy schedule," can set a respectful tone and make your email more amiable.

    5. Provide a Clear Call to Action

    Clearly state what you are hoping to achieve with your follow-up. Whether it’s a request for information, a meeting, or a feedback session, a clear call to action directs the recipient on how to respond to your email.

    6. Offer Additional Value

    Each follow-up should add value to the ongoing conversation. Include a useful piece of information, a relevant link, or an offer that might interest the recipient. This strategy not only enhances the engagement potential of your email but also gives the recipient a reason to respond.

    7. Use a Friendly Reminder Technique

    Instead of directly stating that you are following up, frame your email as a helpful reminder or an offer to assist. For example, you could write, "Just a quick note to see if you need any further information to reach a decision."

    8. Acknowledge Their Response Time

    If you are following up because of a delay, acknowledge that the recipient may have been busy. This shows understanding and patience, qualities that can foster goodwill and potentially prompt a quicker response.

    9. Avoid Over-Following Up

    Limit the number of follow-ups to avoid the risk of irritating your recipient. If you have already sent two or three follow-ups without a response, it might be time to consider other communication methods or give them additional space.

    10. Review and Revise Before Sending

    Before you hit send, review your email for tone and clarity. Ensure it reads well and conveys your message effectively without sounding demanding or desperate.

    A real-life example of how Mailbutler's CEO Tobias Knobl uses the follow-up feature

    As the CEO and Co-Founder of Mailbutler, I handle a substantial amount of daily email correspondence—approximately 20-30 emails that require active management.

    Managing an overflowing inbox can be overwhelming. That's why I want to share some tips and tricks to not only keep my inbox in check but also significantly enhance my email productivity and effectiveness. Here’s how I’m using Mailbutler’s powerful follow-up reminder feature to stay on top of my email game.

    Automated Follow-up Reminders

    Given that each email I send is crucial—typically requesting information or posing questions—I cannot afford to let any message slip through the cracks. I set a follow-up reminder for every email I send to ensure I never miss a beat. My default reminder is set for three days, giving recipients a generous window to respond.

    Reducing Manual Tasks Through Automation

    Manually adding reminders to each email is possible but time-consuming. Thankfully, Mailbutler’s automation handles this for me. It automatically attaches follow-up reminders to every email I send, saving me effort and letting me focus on the content. If a follow-up isn't needed, like when I'm just acknowledging receipt, I remove the reminder manually. This happens rarely, only once or twice a day.

    Keeping the Reminder List Clean with Smart Automation

    Follow-up reminders are useful, but too many notifications can be overwhelming. Mailbutler solves this by automatically deleting a follow-up reminder once a reply is received. This smart feature means I only get notified about emails that still need my attention. As a result, my daily reminders are reduced to just a few notifications.

    Enhancing Follow-ups with Email Tracking

    When it is time to send a follow-up, I don't go in blind. Mailbutler’s tracking feature allows me to see whether the recipient has opened the original email and if they've interacted with any links within it. This insight significantly informs the tone and content of my follow-up messages. With this data, I can personalize my approach, using one of my five go-to follow-up templates, which are created to engage and elicit responses effectively. The templates are all saved in Mailbutler’s message template feature and just one click away when composing my follow-up email.

    The Impact on My Business

    Using Mailbutler’s follow-up reminders, automation, message templates, and email tracking has changed how I handle emails. I no longer worry about remembering to follow up. Instead, I can focus on important tasks like closing deals and building relationships. This system helps manage emails and pushes my business forward by making sure every opportunity is followed up on quickly.

    Summary

    By following these guidelines, your follow-up emails will be more likely to achieve their purpose—securing a response—while maintaining professionalism and respect for the recipient’s time. By automating your follow-ups with Mailbutler, you enhance not only your productivity but also your professional credibility. Let these strategies remove the burden, allowing you to focus on other essential aspects of your work.

    Recommended articles

    Leave a comment

    Your email address will not be published. Required fields are marked *

    It only takes 30 seconds to get started

    It only takes 30 seconds to get started

    Try for free