The Handover Period: How We Carefully Take Over Your Email
The handover is the first step we undertake with you after you decide to hand over your email to us, or specifically, to your Inbox Done email manager.
This period is vital because it allows us to learn more about what kind of email you receive, how you currently handle email, and most importantly — for you to feel comfortable giving up control of your email by experiencing the process in a carefully managed handover.
The following breakdown explains the process we go through with you during the handover phase.
Phase 1: The Cleanup
Objectives: Begin with a clean slate by organizing your inbox; learn about any existing systems you regularly implement; gather context about each email.
- First, we determine on a call with you and your newly assigned personal inbox manager whether your goals are more freedom-based, revenue-based, or both.
- Your Inbox Manager will study your website and sales pages as if they are a prospective customer/client of you/your business to gain an aerial view of your processes. The more context we have about your products, services, sales process and other team members, the faster our progress will be.
- We assess your current email folders, working to improve efficiency, create active/inactive folders, suggest methods to refine the system and create new, relevant folders as needed.
- We review your email filters, analyzing for efficiency and set up new filters to automate the processing of email, including unsubscribing from unnecessary messages.
- Your Inbox Manager will process all email currently in your inbox to bring you down to ‘Inbox Zero’, whether you have 10 or 10,000 emails. This includes reviewing each email in the past 30 days, placing them into categories as needed and making sure you don’t miss any mission-critical emails.
- Your Inbox Manager will learn what emails you need to know about immediately and what doesn’t require your immediate attention. The priority of all emails will be determined (low, medium, high priority) and appropriate labels applied.
- We learn about your current calendar scheduling system and, if required, take over the communication process for all your calendar bookings (team calls, sales calls, customer calls, interviews, etc) so you don’t have to deal with the back-and-forth of confirming meetings.
- Your inbox manager will look for patterns in the emails you receive. They will create a library of templates to dynamically reply to common emails (templates are not sent blindly; instead they are tailored to each email query). These will include everything from scheduling, converting leads, customer retention, general inquiries and all FAQs.
After these steps are complete, your inbox will be clean and optimized.
During the next phase, we learn how to respond to your emails and begin creating draft replies for you to approve and send.
Phase 2: Replying To Emails
Objective: Develop a system for you to monitor/critique your Inbox Manager’s email responses; your Inbox Manager will learn how to master the day-to-day maintenance of all incoming emails.
- As your inbox manager is organizing your inbox, they will review your email responses in order to match your writing style and tone (formal vs. informal, lengthy vs. concise).
- Next, you decide what types of emails you’d like your manager to take responsibility for. These are assigned to your manager in their own personal folder. Any emails you decide still need your attention/expertise are assigned to you in your own designated folder.
- Your manager will write draft email replies using your previous responses as a reference point. You can send these drafts out as is, or edit the responses as needed before sending them out.
- During the draft review process, you provide feedback and changes to your manager so they can incrementally improve -- to the point that they write better replies to your emails than you do!
- As your manager learns how to respond to your emails, they will add these emails to the template library based on the responses you’ve approved. This library is saved inside your own private knowledge base and can be accessed inside your inbox as well. Templates act as the foundation for email responses, but templates are always personalized to fit each specific context.
- Finally, with your approval, your email manager will reply directly to your emails without your involvement. This only occurs after you have gained confidence in your manager through the draft writing process.
Throughout the handover and beyond, your email manager will continue to build your knowledge base, creating a reliable system for handling your email that other people can step in and take over as needed.
During the handover we also refine how best to communicate with you, including what tool(s) to use (Slack, WhatsApp, Email, etc), how frequently to communicate (daily, weekly, monthly) and what information you require (content summaries, requests to reply to certain emails, general updates and questions).
At this point, your inbox is well on its way to being a well-oiled machine. You will only see the emails you want to see (or any information necessary to keep you in the loop). Your inbox manager will handle everything else.
After The Handover
After the handover ends, we will schedule a call to clarify what happens next and if your monthly price point will increase, decrease or stay the same.
Each step of the system we build for you will be recorded in your personal knowledge base and available to you at all times.
We don't lock you into a long term pricing contract (you can cancel any month). Regardless of whether or not you continue with us long term, you will always have an inbox with streamlined systems and a training manual to reference at any time.
If you are ready to apply to work with us, the first step is to book your discovery call.