Let’s talk email. If you’re like most doulas, you’re juggling a ton—client communication, coordinating with healthcare providers, and managing the ins and outs of your business. Keeping up can feel like a full-time job on its own, but it doesn’t have to be that way. With the right tools and a little strategy, you can turn email into your secret weapon for staying organized, looking professional, and saving time.

Ready to make email work for you instead of the other way around? Let’s dive in!

Find Your Go-To Email Service

First things first—choose an email service that fits your needs. Whether it’s Gmail, Outlook, or Zoho Mail, find one that feels natural for you:

• Gmail: Super intuitive and plays nicely with other Google tools.
• Outlook: Great if you’re already using Microsoft Office.
• Zoho Mail: A solid pick for businesses, with no ads and advanced features.

Pro tip: Make sure your provider has a good mobile app so you can check emails on the go (or from the car between errands).

Schedule Emails Like a Pro

Ever find yourself drafting an email at midnight but don’t want to hit send right away? That’s where scheduling tools come in. Apps like Scheduled Send (built into Gmail), Boomerang, Mixmax, and Right Inbox let you queue up emails to send at just the right time.

It’s a lifesaver for reaching out to clients in different time zones—or for making sure you’re not working during family time.

Email Templates = Time Saved

How often do you type the same email over and over? Let’s fix that. Email templates are a game-changer, letting you quickly send polished responses to common situations. Tools like Gmail’s Templates, Streak, and QuickMail are great for this.

Here are a few templates every doula should have:

• Your initial “Hello!” email to potential clients
• Scheduling prenatal or postpartum meetings
• Addressing common concerns (like GBS+, breech babies, or inductions)

Once you set these up, you’ll wonder why you didn’t do it sooner.

Keep Your Inbox Under Control

A cluttered inbox is stressful. Tools like SaneBox and Clean Email can help by sorting the important stuff from the junk. They automatically organize your messages, so you can focus on what matters—your clients and your business.

It’s like Marie Kondo-ing your inbox, but without the folding.

Don’t Forget About Your Email Signature

Your email signature is a little space that can do big things for your brand. You don’t need anything fancy—just make sure it includes your name, title, and contact info. Bonus points for adding your website or social media links!

If you want to take it up a notch, tools like WiseStamp or Newoldstamp can help you create something sleek and professional with your logo or a photo.

Why These Tools Make a Difference

Here’s the thing—using tools like these doesn’t just make life easier. It also frees up your time and energy for what really matters: supporting your clients and growing your business.

By streamlining your email game, you’ll:

• Save time on repetitive tasks (hello, email templates!)
• Stay organized and focused with a tidy inbox
• Look polished and professional with a strong email signature

And let’s be honest—less time spent on emails means more time for self-care or grabbing a coffee with a friend (both are equally important).

Let’s Make Email Work for You

Email doesn’t have to be overwhelming. With a few tweaks and the right tools, you can turn it into a powerful tool for connection and efficiency. Whether you’re just starting out or have been at this for years, there’s always room to make things easier on yourself.

So go ahead—set up that template, try out a scheduling tool, or clean up your inbox. Your future self will thank you!