Summary

• Traditional follow-up methods are unreliable in high-volume environments, leading to missed opportunities and professional risk for Executive Assistants.

• This article outlines five distinct follow-up systems, from simple manual folders and calendar entries to strategic project management and automated workflows.

• For critical conversations on LinkedIn, the key is to transform the cluttered native inbox into a manageable to-do list to ensure no message gets lost.

• You can build a foolproof follow-up system on LinkedIn using a tool like Kondo with features like Snooze reminders and automated inbox organization.

Are you manually flagging emails in your sent folder, hoping you'll remember to check them? Or perhaps you're "old school," using a small notepad to track responses and adding checkmarks when you follow up? If so, you're not alone.

For Executive Assistants, missed follow-ups aren't just minor oversights—they lead to stalled projects, lost opportunities, and can damage your reputation for reliability. As one EA put it: "I'm so overwhelmed." The traditional methods of leaving emails in the inbox or manually scanning the sent folder are simply broken in today's high-volume communication environment.

In this article, we'll move beyond simple tips and outline five proven follow-up systems, from foundational manual methods to high-tech automated workflows. The goal is to help you find a reliable system that fits your work style and ends the anxiety of "Did I forget to follow up?" for good.

System 1: The Manual-But-Methodical System (The "Waiting For" Folder)

This foundational follow-up system is based on a popular community-driven solution: creating a dedicated email folder for items awaiting a response. As one EA on Reddit shared: "I created a 'waiting for' subfolder in my inbox... This allows me to keep track of any email that I've sent that is waiting on a response."

How to Implement:

1. In your email client (Outlook, Gmail), create a new folder or label named "Waiting For" or "Needs Response."

2. When you send an email that requires a follow-up, BCC yourself and move the incoming copy into your "Waiting For" folder. Alternatively, go to your Sent Items and move the original message there.

3. Schedule a recurring 15-minute block on your calendar daily or every other day to review only the contents of this folder.

4. When you receive a reply, move the corresponding email from the "Waiting For" folder into your archive or a "Done" folder. This keeps the action list clean.

Pros & Cons:

Pros: Simple to implement, free, and works with any email client.

Cons: Highly manual, relies on strict discipline, and can become a cluttered digital pile if not reviewed regularly. It's a good starting point but may not scale for very busy EAs.

System 2: The Calendar-as-a-Task-Manager System

EAs live in their calendars. This follow-up system turns your calendar into a proactive reminder tool, addressing the common pain of "struggling to remember to follow up on emails." As shared on Reddit, a common practice is to "make a calendar entry on my own calendar at a later date and attach the original email to it."

How to Implement:

1. Immediately after sending an important email, create a new calendar event on the date you intend to follow up (e.g., three days or one week later).

2. Use a clear naming convention for the event, like: Follow Up: [Project Name] w/ [Person's Name].

3. Crucially: Attach the original email to the calendar event. This saves you from having to search for context later.

4. Use the calendar event's notes section for key details: "Waiting for their approval on the Q3 budget draft."

Pros & Cons:

Pros: Uses a familiar tool, creates a hard, unmissable reminder.

Cons: Can clutter your calendar with non-meeting items, and it's still a manual process for every single follow-up. This is one of the more common but still inefficient follow-up systems.

System 3: The Strategic Categorization System (The A-B-C Method)

An effective follow-up system isn't just about remembering to follow up; it's about following up with the right people at the right cadence. This system, detailed by experts like Ian Brodie, focuses on mindset: shifting from "chasing" to "providing value."

How to Implement:

1. Categorize Your Prospects/Tasks: Don't treat all follow-ups equally. Group them by potential and urgency.

   • Category A (High Priority/Potential): Critical tasks or key relationships. Plan to follow up frequently (e.g., every 30 days or as the project demands).

   • Category B (Medium Priority): Good fit but less time-sensitive. Schedule follow-ups for every 90 days.

   • Category C (Low Priority): General networking or long-term prospects. A yearly check-in might suffice.

2. Add Value: Each follow-up should be more than a "just checking in" message. Share a relevant article, offer a useful insight, or connect them with someone valuable. This turns your follow-up from a nuisance into a welcome interaction.

Pros & Cons:

Pros: Forces strategic thinking, prioritizes important relationships, and creates a sustainable cadence.

Cons: Still requires a tracking mechanism (can be combined with Systems 1 or 2), and requires thoughtful preparation for value-added follow-ups.

System 4: The Centralized Project Management System

When follow-ups are tied to multi-step projects, email and calendars break down. A dedicated project management tool like Monday.com, Asana, or Trello becomes your command center. This addresses the challenge of managing complex workflows and the collaboration drag that affects 84% of marketers due to unclear roles and processes, a problem EAs know all too well.

How to Implement:

1. Choose a tool (Monday.com, Asana, Trello) and create a dedicated board or project for "Action Items & Follow-Ups."

2. Create columns/stages that mirror your workflow: To Do, Email Sent, Waiting for Reply, Follow-Up Needed, Done.

3. For each item requiring a follow-up, create a task (or "card"). Assign yourself, set a due date for the follow-up, and attach relevant documents or email threads.

4. Use comments within the task to log every interaction, creating a single source of truth for that item.

Pros & Cons:

Pros: Provides a visual overview of everything you're waiting on, prevents things from slipping through the cracks, and makes reporting to your executive seamless.

Cons: Requires learning a new tool, may involve subscription costs, and adds another platform to check regularly.

System 5: The Inbox Zero Power-Up System (The Kondo Method)

Many critical conversations now happen on LinkedIn, but its native inbox is a cluttered nightmare where important messages get buried. This follow-up system is for the EA who says, "I'm more interested in using a 3rd party application." It turns your LinkedIn DMs into a hyper-efficient, to-do list-style inbox, which is a game-changer for building reliable follow-up systems.

How to Implement:

1. Triage with Labels & Split Inboxes: Instead of a single "waiting" folder, create specific, color-coded labels like Follow-Up Urgent, Awaiting Signature, or Client Lead. Apply them instantly with the L shortcut. This allows you to view each category in its own clean, prioritized inbox. (Source: Kondo Features)

2. Set Foolproof Reminders with Snooze: This replaces the manual calendar method. When you send a DM that needs a follow-up, simply hit the H key to "snooze" it. The conversation vanishes from your inbox and reappears at the top at the exact time you specified (e.g., tomorrow, 3 days, or a custom date). If they reply before then, the reminder automatically cancels. (Source: Kondo Reminders)

3. Automate Your Workflow with CRM Sync: For the ultimate in efficient follow-up systems, connect Kondo to your team's core tools. Use webhooks or integrations with Zapier, Make, HubSpot, or Google Sheets. For example, applying a Hot Lead label can automatically create a new contact in your CRM, eliminating manual data entry. (Source: Kondo Integrations)

4. Execute Follow-Ups in Seconds with Snippets: When a reminder pops up, don't waste time typing the same message. Use the ; shortcut to insert a pre-written snippet like "Hi {firstName}, just wanted to follow up on our conversation from last week." This ensures your follow-up is fast, personal, and consistent. (Source: Kondo Features)

Pros & Cons:

Pros: Transforms LinkedIn into a powerful follow-up tool, automates the reminder process, and integrates with your existing workflow.

Cons: Primarily focused on LinkedIn communications, though the principles can be applied to other platforms with similar tools.

Stop Chasing, Start Connecting: Build Your Perfect Follow-Up System

We've covered five distinct follow-up systems, from the simple "Waiting For" folder to the strategic A-B-C method and the high-powered Inbox Zero workflow. The best system is the one you can stick with consistently.

Implementing one of these follow-up systems is about more than just checking boxes. It's about transforming your role from reactive to proactive. When you master follow-ups, you build trust, drive projects forward, and become an invaluable strategic partner. With tools like Microsoft 365 Copilot saving EAs an average of 25 hours per month, mastering these workflows is how you reinvest that time into high-impact work.

If your follow-ups live on LinkedIn, the platform's native clutter is your biggest enemy. Kondo is purpose-built to turn your chaotic LinkedIn DMs into a streamlined, high-speed command center with features like Snooze, Labels, and Snippets. Stop letting opportunities get buried and build your ultimate LinkedIn follow-up system today.

Frequently Asked Questions

What is the best follow-up system for an Executive Assistant?

The best follow-up system is one that aligns with your specific workload and communication style. For those starting out or with a lower volume of follow-ups, a manual method like the "Waiting For" folder (System 1) or the Calendar-as-a-Task-Manager (System 2) can be effective. However, for EAs managing complex projects or a high volume of communications, a centralized project management tool (System 4) or a specialized application like Kondo for LinkedIn (System 5) offers the automation and organization needed to prevent anything from being missed.

Why is having a reliable follow-up system so important?

A reliable follow-up system is crucial because it transforms your role from reactive to proactive, preventing stalled projects and lost opportunities. For Executive Assistants, consistency in follow-ups builds trust and reinforces their reputation for being dependable and organized. It eliminates the anxiety of potentially forgetting critical tasks and ensures that all communication loops are closed, making you an invaluable strategic partner to your executive.

How often should I follow up on an email?

The ideal follow-up frequency depends on the urgency and importance of the task, as outlined in the Strategic Categorization System (System 3). High-priority items or key relationships (Category A) may require follow-ups every few days or as a project demands. Medium-priority tasks (Category B) can be checked on every couple of weeks, while low-priority networking contacts (Category C) might only need a check-in every few months or annually.

How can I make my follow-up messages more effective?

Effective follow-ups provide value rather than simply "checking in." Before sending a message, consider how you can help the recipient. This could involve sharing a relevant article, offering a new insight on your previous conversation, or connecting them with a useful resource. By adding value, your follow-up becomes a welcome interaction instead of a nuisance, which strengthens professional relationships and increases the likelihood of a response.

When should I switch from a manual system to an automated tool?

You should consider switching from a manual system to an automated tool when your manual process starts to feel overwhelming or things begin to slip through the cracks. If you spend too much time organizing your "Waiting For" folder, your calendar becomes cluttered with reminders, or you manage follow-ups across multiple projects and platforms, it's a clear sign you need a more powerful solution. Tools like Asana, Monday.com, or Kondo automate reminders and centralize tracking, saving time and reducing the risk of human error.

How can I efficiently manage follow-ups on LinkedIn?

Managing follow-ups on LinkedIn can be done efficiently by using a third-party application designed to enhance its native inbox. LinkedIn's default inbox makes it easy for important conversations to get buried. A tool like Kondo transforms it into a zero-inbox system with features like "Snooze" to set reminders, color-coded labels for categorization, and snippet shortcuts to send templated replies quickly. This turns a cluttered DM feed into an organized, actionable to-do list.

Ready to take control of your LinkedIn inbox? Try Kondo for free.