As an allied health business owner, you have a lot on your plate. You’re juggling client appointments, managing finances, and trying to grow your business all at the same time. And let’s not forget about one of the most important aspects of any business: communication. Specifically, email communication. Sending mass emails can be a hassle, but it’s essential for keeping your clients informed and engaged. So, what’s a therapist to do? Well, fear not! We’ve compiled a list of the best tools for sending emails, along with some tips and tricks to help you make the most of your email marketing efforts.

Simply put, there are two main ways to go about it: using a CRM or other email-specific tools. A CRM, or customer relationship management tool, is designed to help you manage your interactions with clients and customers. In contrast, other email-specific tools are focused solely on managing your email communications. Both options have their pros and cons, and the choice ultimately comes down to your specific needs and preferences. But don’t worry, we’ve got some tips and tricks that will make your emails more effective, no matter which route you go!

CRM (Customer Relationship Management)

A CRM tool is software that helps you manage all of your client interactions in one place. This includes email communication, as well as phone calls, appointments, and notes. By using a CRM, you can track your email opens, clicks, and replies, allowing you to better understand your clients’ needs and preferences. Hubspot offers a free version of its service that includes email tracking, as well as basic lead and deal management. Or, check out this website for some more options.

Pros: A CRM is an all-in-one solution for managing client interactions like emails, notes, etc., so you’re not running around like a chicken with its head cut off.

Cons: Some CRMs can be expensive, and the learning curve can be steep for those who are new to the software.

Email-Specific Tools

Going for a specialized email marketing tool is one way to go if you want to keep your focus sharp and achieve success in this particular area of your business. While a CRM may offer tempting features, using email-specific tools ensures selectivity and streamlined functionality. Among the top choices are Mailerlite, Active Campaign, and SendGrid, which provide client and customer communication through personalized and regular email campaigns. With features like templates and segmentation, you can create targeted email campaigns that speak directly to your ideal clients’ needs and interests. Additionally, these tools offer analytics and reporting features that let you track the success of your campaigns and make adjustments as needed. Overall, email marketing tools can help small therapy-based businesses to stay engaged with their audience and drive more business through effective email communication.

Pros: Dedicated email marketing tools offer more advanced features like automation and A/B testing, allowing you to create more targeted and effective email campaigns.

Cons: You’re stuck using multiple tools to cover all your communication needs.

The Powers of HIPAA

While HIPAA compliance is not necessarily required for private practices, it is expected by your clients. It’s definitely a best practice in the therapy industry, so be sure to listen to our podcast Episode 6 on this topic where we invited a qualified lawyer to get into the nitty gritty. In general, HIPPA only comes into play when client information is transmitted to insurance companies, but there is much more that goes into it.

The Good Stuff

Now that you’ve got a sense of which tools might work for your business, let’s dive into four tips for what you should do after making your selection.

  1.  Email consistently: Consistency is key when it comes to email marketing. Figure out how many emails a month works for your ideal clients and be sure to stick to a regular schedule.
  2. Collect email addresses: Make sure you’re collecting email addresses from all of your clients, whether it’s through your website, social media, or in-person meetings.
  3. Keep it personal: Personalization is important in email marketing. Use your clients’ names and tailor your messages to their specific needs and interests.
  4. Be concise: No one likes reading long, rambling emails.

The Bottom Line

In conclusion, email communication is a vital aspect of any small therapy-based business. Whether you choose to use a CRM or a dedicated email marketing tool, it’s important to stay organized and consistent with your mass email efforts. By collecting email addresses, personalizing your messages, and sticking to a consistent schedule, you can build trust with your clients and keep them engaged with your business. Remember, the key to effective email communication is organization and consistency. Don’t be afraid to take the time to research and find the right tool for your business. Once you’ve made your choice, get started as soon as possible to start reaping the benefits of more organized, effective email communication. Your marketing efforts will thank you!