Email workflow optimization for writers

6 email rules my nitpicky self never breaks. As a content writer, I've learned that a good email is less about grammar and pleasantries and more respecting the cognitive load you place on others. 1️⃣ Attachments in order If I mention three documents in my email, they should appear in that exact sequence when attached. Immediate reference for the reader. 2️⃣ Editable docs as links I never attach editable files. Send shared links instead. This allows for collaboration and prevents the chaos of multiple conflicting versions. 3️⃣ Change the Subject line Evolve subject lines with each reply. ‘Q4 Strategy Draft - Feedback on Section 3’ is infinitely more useful than ‘Re: Re: Re: Q4 Docs.’ 4️⃣ Acknowledge a deadline When someone requests work, I immediately respond with an estimated completion time. This simple courtesy eliminates uncertainty and prevents unnecessary follow-ups. 5️⃣ Be mindful of off-hours Just because I work at 11pm doesn't mean my message needs to interrupt someone's evening. Scheduled sending respects boundaries. Alternatively, I add a P.S. to my email that allows the recipient to reply in their office hours. 6️⃣ Long emails need a tl;dr My way of eliminating overwhelm. Those first 1–2 sentences summarizing the key takeaway might be the only part some recipients fully absorb. I treat emails like content, not correspondence. I put the same care as I would my work, and I hold it to the same standard. Sounds extra? Maybe. But it makes emails a joy to read.

I used to write all of my sales, onboarding and offboarding emails from scratch and send them manually. Sometimes I'd forget to follow up with prospects relying on my pretty rubbish memory. I am sure I lost a fair bit of business that way. That doesn't happen anymore. All of my emails are pre written and saved in automated workflows. If an email needs approval, I don't need to remember to approve it. The system sends me an email to remind to approve it. It took a few hours to do it in the beginning, but it's nothing compared to the number of hours I have saved. It's also nothing compared to the amount of leads I have been able to convert because I am no longer relying on my memory. You can do the same! 1. Identify all of the emails required for your sales follow up/onboarding/offboarding process 2. Write them all out. 3. Add them your CRM system as canned emails 4. Create a workflow that includes the canned emails, triggers and time delays 5. Add new leads to the workflow and watch the emails go with minimal or no input from you! 6. Use the extra time as you wish! Do you use canned emails and automated workflows to save time in your business? * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Hey 👋 I'm Daniella, a business growth strategist, passionate about empowering Entrepreneurs, Founders & Business Owners to grow & scale their businesses without burning out.

Most people treat newsletters like one giant task. That’s why they burn out or never ship at all. AI doesn’t just make writing easier. It makes workflows repeatable. Here’s how to actually use AI in 2025: 1 – Mindset Setup This is where quality starts. You get out what you ask for. - Break “write newsletter” into substeps - Build clear workflows for each phase - Ask GPT specific, detailed instructions - Treat AI like a smart partner, not magic - Know what you want before you prompt Don’t chase inspiration. Build systems. 2 – Research Phase This is your content fuel. No good output without great input. - Use Exa & Perplexity for semantic search - Pull timeless studies from PubMed - Curate best-of newsletters and case studies - Track trends via Alerts, Twitter, Google News - Auto-fetch sources into a “Research” inbox AI can’t create without context. Feed it well. 3 – Drafting Phase This is your writing engine. Clarity beats clever every time. - Define tone, length, format in your prompt - Include outlines, references, past examples Use section templates that scale: ☑︎ Mini-posts with 3 bullets + insight ☑︎ Deep Dives on 2 stories ☑︎ Quick Hits + Product Picks Prompt once. Reuse forever. 4 – Polishing Phase This is how you level up. From first draft to publish-ready. - First pass: fact-check, structure, logic - Second pass: rewrite in your voice + tone Run an AI quality checklist: ☑︎ Remove filler and “AIese” phrases ☑︎ Enforce disclaimers, tags, voice rules - Auto-generate subject line + preview text Clean copy = credibility. 5 – Publish & Iterate This is your compounder. Each issue gets easier and better. - Schedule send through your email tool - Review timing, output, and click metrics - Refine your prompts and checklist weekly - Store all assets in a “Newsletter Playbook” - Next issue: copy → paste → update → done Good newsletters don’t get written. ↳ They get built. Don’t start from scratch every week. ↳ Start from a system. That’s how pros write high-quality newsletters with AI. Want to learn more about AI? 1. Scroll to the top. 2. Click “View my newsletter.” 3. Join 400k+ free daily readers Follow Louis Shulman + Martin Crowley. ♻️ Repost to help someone ship faster with less stress.

I write B2B emails for healthcare and tech companies. Here's my 7-step process for creating email campaigns: 1. Find the persona problem In healthcare, there are payors, clinics, employers, and multiple kinds of audiences. Don't group them together. See where they entered the customer journey, where they are in awareness, or if you had an email in place to self-segment. From there, identify the core problem based on persona. 2. Audit existing campaigns to find top performers From welcome to nurture to post-demo, your marketing and sales teams should identify what emails get high revenue, high clicks, high opens, or high conversions. 3. Have a cadence Cadence is my favorite part because you're looking at FigJam or Miro to look at that high level view of the flowchart. What emails lead to other emails. You want to see the triggers, flows, and segmentation. 4. Apply a framework Before you write your emails, you should know what kind of frameworks your're giving to your message, from problem agitate solution to attention interest desire action. 5. What story are you telling and with what techniques? This is one of the most important because there are different parts to a customer journey. You're writing to a persona to inch them closer to product awareness, getting closer to the yes, through techniques that overcome objections, if it's the cost of inaction or another strategy. 6. Segment behavioral action Segmentation is about putting the right email in front of the right audience. Segment with a purpose, to nurture and shorten the sales cycle. 7. Optimize optimize optimize Not every email you write is going to be a banger. Knowing what to optimize around the call to action, message, or overall strategy is a start. No matter what, you're always optimizing. Always figuring out how to improve your email strategy to get the most out of them. Share this if it helps!