Being quicker at responding to emails to emails is something everyone wants to achieve – no matter how productive we are. I love finding smarter ways to do every day things and emails are certainly one of those things that can always be improved upon. As I recently revised my procedures and workflows, I also revised my approach to emails and wanted to share these tips with you today.
I’ve been using templates since I first started my business as I realised how unproductive it was to be sending the same email over and over again. With over 70 email templates being used regularly in my business, nearly every email that leaves my inbox begins as a template but I always take the time to personalise them. It could be something as simple as a template for how to respond when someone requests a meeting to a more formal template welcoming a new booking. Look at your workflow and identify areas where you send emails that could be made into templates.
Time is the most valuable asset to me and for this reason I now set aside 30 minutes each day to reply to email. During this time I am specifically replying to new emails and my goal is to have a one-touch policy with emails. That is that I only touch each email once rather than opening and closing an email multiple times and telling myself I’ll deal with it later. I once heard someone say that emails are just a bunch of decisions that need to be made so make time to be decisive and you’ll feel like you’ve accomplished so much.
I use Gmail for my main emails and use the fantastic tool of canned emails. If you aren’t sure of what canned emails are, they are essentially templates that you can insert quickly into your emails. Simply go to SETTINGS > LABS and enable Canned Responses (Templates) to activate the tool. Then open your email composer and type your email text that will be your template (remove the signature if you have this added in to each email) and save it as a new template. In the future when you want to send this template simply add it in from the canned emails. Here is a great tutorial that walks you through step-by-step.
If you need a head start creating your email templates, download my everyday email templates below!