5 Things Every Email Strategy Needs Before You Hit Send

If you’ve built your business through referrals or social media, you’ve probably heard:

But between the tech, tags, and templates...it’s easy to get overwhelmed before you even write the first email.

The good news? You don’t need complicated tools. You need a smart setup that matches your business goals.

Here are five simple (but strategic) steps to get your email platform up and running, along with what to send once it’s ready.

✅ 1. Use Your Domain (Not Gmail)

Your email address is like your business card. Would you hand someone one that says yourname@gmail.com?

Use something like kathy@yourbusiness.com instead.

It’s more professional and more likely to get noticed in a busy inbox:

Even better, using your domain and setting up email security settings tells inbox providers you’re a legitimate sender.

To land in inboxes (and not spam), set up these three DNS records within your hosting platform:

• SPF

• DKIM

• DMARC

The DNS records help email providers verify that you’re sending safe, authenticated messages.

Not sure how to do it? I handle this for clients in under an hour during my SOS Strategy Call.

✅ 2. Strategy Comes Before Software

Before picking a platform, ask: What do I want my emails to do?

Here’s how to decide:

• Want something simple with one list, light automation, and easy tagging? ✅ You’re likely a fit for a straightforward email tool.
  

• Need to manage client data, sales, and deeper workflows? ✅ You might need a full CRM (Client Relationship Manager).
  

• Want a user-friendly platform that supports growth and still feels simple? ✅ I recommend Kit (formerly ConvertKit).

  Most of my clients use it and love that it’s powerful without being overwhelming.

✅ 3. Save Your Brand Settings

You don’t need to reinvent the wheel every time you write an email.

Most platforms let you save:

• Your logo

• Brand colors

• Fonts

• A reusable template

This keeps your emails consistent and recognizable without extra design work every week.

I include this in every client setup so you’re never starting from a blank canvas again.

✅ 4. Tag with Purpose—Not Panic

Tags tell your system what someone did and help you decide what to do next.

But too many tags? Or unclear names? That’s just chaos.

Golden rule:

Helpful tags:

• Opt In: Freebie Name → triggers your welcome sequence

• Clicked: Strategy Call Page → flags someone for follow-up

What to avoid:

Tags like:

• Clicked Tuesday — Why does this matter?

• EB List — Who remembers what this means?

If you’re the only one who knows what a tag means, it becomes nearly impossible for someone else to manage your email system later.

I had one client who accidentally stopped emailing a group of 4,000 subscribers because of one vague tag. The original team member had used a shortcut tag name no one else understood. When they left and someone new took over, that tag got missed.

As a result? Those 4,000 subscribers hadn’t received newsletters for months and had gone cold.

Need help untangling your tags or figuring out who should receive what?

I walk clients through cleanup and strategy in this service, so nothing (and no one) gets missed again. ✅ 5. One Solid Welcome Sequence Is Enough (to Start)

When someone signs up for your list and hears nothing?

That’s a lead gone cold.

Even a simple 3-5 email series can do the heavy lifting:

• Warm up new subscribers

• Set expectations

• Guide them to the next step (like booking a call or checking out your services)

One client got a sale by email #4 after she updated her welcome sequence with a clear, compelling offer.

Not because it was fancy or complicated, but because it was intentional and finally sent.

✍️ What to Say in Those Emails? That’s Where Most People Get Stuck.

You’ve got your system set up. Now what do you write?

This is where most business owners freeze. They overthink it. They open a doc… and nothing.

That’s exactly why I created Babs—my AI-powered welcome email muse.

She helps you write a 3–5 email welcome sequence that sounds like you. Not robotic. Not templated. Strategic and human.

🔍 Why I Built Babs

After writing dozens of welcome sequences for clients, I noticed something:

They weren’t stuck on sending emails. They were stuck on how to say what they really meant.

Babs helps answer those questions with simple prompts and smart suggestions, so you get unstuck and start building trust right away.

Babs has already helped clients:

• Save 15–20 hours of writing time

• Land actual sales

• Finally feel good about hitting send

  
  

📝 Your Welcome Email Cheat Sheet

Here’s the flow Babs helps you build:

• Email 1: Welcome + what to expect

• Email 2: A value-packed story or quick win

• Email 3: A soft call to action (book a call, read your post, check out your offer)

• (Emails 4–5 optional, based on your audience)

👉 Click here to meet Babs – Your Welcome Email Muse If you’ve been avoiding your email list or feeling stuck in setup mode—this is your sign to start.

Do you have questions about getting your system up and running? Book a 20-minute email strategy call here.