The Best Email Apps for Birth Workers (and How to Choose the Right One for You)

A few months ago, I talked about setting up your email to effectively run your business. That included managing your inbox more efficiently, creating a personalized domain name for your email address. An example of that would be “[email protected]” to create a memorable impression for your brand, build trust and loyalty by providing value in your messages. But there are so many email applications out there and how do you know what features are important for what you do? I’m going to lay that all out for you now.

As a birth worker, you handle a vast amount of information from various sources and need an email app that keeps everything organized. This app should not only help you manage your schedule, including appointments, follow-ups, and important dates but also assist in tracking tasks like client follow-ups and document submissions. It’s crucial that these tasks can be created, managed, and linked to relevant emails or events within the app itself.

Your email app should also prioritize data protection, given the sensitive client information you handle, offering robust security features that uphold your clients’ privacy and confidentiality. Accessibility is key; hence, the app should have a user-friendly mobile version allowing you to manage your emails on the go. Efficiency is also important; the app should enable you to create and use pre-written replies for common queries and have a powerful search function for easy retrieval of specific emails or information. Lastly, the app should integrate with other business apps like billing software and client management systems to streamline your workflow.

Now that we have covered the main needs for email management for birth workers, let’s look at some of the best email apps available and how they fulfill these needs.

Gmail is an exceptional tool for birth workers, offering an intuitive interface that simplifies email management. Its labeling and categorizing features can be utilized to organize client-related emails, making it easier to manage multiple clients. For instance, a unique label and color can be assigned to each client, and categories can be used to sort emails into groups like personal, notifications, newsletters, etc. Gmail’s automated responses or canned responses can be a time-saver when addressing common queries related to services, fees, or availability.

The search function in Gmail is particularly useful for birth workers who need to quickly access specific client information. By using keywords, operators, filters, and advanced search options, you can swiftly find specific emails or information. For example, to locate a client’s medical history, you can type “from:client name” and “subject:medical history” in the search box. Furthermore, Gmail’s integration with other apps such as Google Meet, Google Drive, Google Calendar can streamline your workflow by allowing video calls, file sharing, and calendar management directly within Gmail itself.

For many of you, being forced to use Microsoft products at the job you never liked can put a bad taste in your mouth. Since you’re now running your own business, you should look at Microsoft Outlook with a new set of eyes! It’s excellent for birth workers offering a comprehensive solution that combines your inbox, calendar, contact management, and task list. It allows seamless integration with your calendar directly from your inbox, enabling you to create events, invite attendees, check availability, and send reminders. For instance, reminders for prenatal visits or postnatal check-ups can be set directly from the Outlook email app. It also syncs with other calendars like Google Calendar or iCloud Calendar.

Outlook’s integrated task management tools are beneficial for tracking tasks such as client follow-ups or document submissions. These tasks can be created, assigned due dates, prioritized, and marked as completed within Outlook and linked to relevant emails or events. Additionally, Outlook allows file sharing via OneDrive, real-time team chats via Teams, and client feedback collection via Forms. It also integrates with other Microsoft products like Word, Excel, PowerPoint, and OneNote for document creation and editing. Importantly, Outlook is accessible on various platforms including Windows, macOS, Android, and iOS.

Speaking of different platforms, if you’re an Apple user, Apple Mail is the default email client for Mac and iOS devices. It has gone from good to great over the past few years. It offers a consistent and familiar experience across all Apple devices, making it an excellent choice for birth workers. It supports any email address and provides robust privacy features, ensuring secure communication. Its unique "Protect Mail Activity" feature is particularly beneficial for birth workers as it hides your device's IP address and privately loads remote content from an email message, preventing senders from tracking information like your location or whether you opened their email.

Apple Mail's clean, simple interface allows birth workers to easily sort, search, flag, and archive messages. The smart mailboxes feature can be used to automatically group messages based on criteria like sender or subject, aiding in efficient client communication management.

Another recommended email app is Spark, designed specifically for effective email management. Personally, used this app for years when it was first introduced. It supports every email service and allows syncing of multiple accounts in one app. Birth workers can benefit from features like offline caching of messages and customizable keyboard shortcuts. Spark's smart inbox automatically sorts emails into categories like personal, notifications, newsletters, etc., and allows snoozing of messages for later, aiding in task prioritization.

Spark also provides a user-friendly mobile app that enables birth workers to manage emails on the go. Along with mobile email features that have become standard like archive, delete, or snooze with a simple swipe, one of my favorite features is the ability to create templates! Voice commands can be used to dictate emails or search for messages. Additionally, Spark allows customization of themes, layouts, fonts, and notifications to match your brand identity and workflow preferences. Customization is the main appeal in my opinion.

In conclusion, whether you’re a seasoned birth worker or just starting out, these email apps - Apple Mail, Outlook, Gmail, and Spark - offer a range of features designed to streamline your workflow and enhance your productivity. From organizing client communications to managing appointments and tasks, these tools can be a game-changer in your practice. Remember, the right technology can make all the difference in providing exceptional care to your clients. So, take the leap, explore these apps, and find the one that best suits your needs. And don’t forget to share this valuable information with your colleagues in the field. Whether you’re a lactation consultant, doula or a midwife, you can empower each other and continue to make a positive impact in the lives of the families you serve.