10X Your Client Projects with THIS Notion Hack
TLDR: You don’t need separate tools or software to communicate and manage client projects. In doing so, you actually spend more time completing admin work than producing the best deliverables possible for your client. Instead, create a Mailbox SYSTM inside every Client Portal.
A few months ago I shared on Twitter that I don’t use Slack or even email to communicate with my clients (once contracts are signed) and people were MAD.
But, after freelancing for almost five years, I’ve learned one thing, it’s any project can go south just as fast as it started — and it’s all due to organization.
By consolidating your digital workspace into as few tools as possible, your client projects will 10X. Specifically, because you are reducing two pain points:
Communication fatigue
Lost items
Think back to your last project, what gave you the most headache? Was it searching through your Gmail account for a single file a client sent months ago? Maybe they sent you five separate emails of their “thoughts”?
Whatever you’re shivering thinking about, this solution will fix it.
My Notion Client Mailbox SYSTM is easier to create than it sounds. All you need is your client portal, an inline database and a few properties. And BAM you’re ready to rock n’ roll.
Now, again, I am very clear with my clients from the beginning that using the Mailbox SYSTM is a required expectation of their project. You can do so by adding it to you proposals & contracts, as well as during onboarding.
I require users to use the Mailbox SYSTM after our contract is signed. From there, only legal communication is accepted via my project’s email.
Pro tip: put a note in your auto-responder reminding current clients to add their email to their portal, unless legal. All other emails are ignored.
Additionally, I only communicate with my clients once a week on Thursdays, unless I deem it an emergency (i.e. something breaks). I still see the notifications coming through but Thursdays are my admin day, and clients are aware that’s when they should expect responses to their notes left in the mailbox.
So that's how we use the mailbox. It's literally that simple. It's just a database and it is the biggest scam but it is probably the best thing you could ever do for your business.
If you want to dive in further & build the Mailbox SYSTM for yourself, check out my latest Youtube video below.
